Want to collect registrations for an event online? DojoExpert can help. Here is how it works:
1) Create an event in DojoExpert and specify:
- event name
- date of the event and duration
- registration limits (time and number of registrants)
- event description (HTML editor)
- an optional event fee (registrants pay via PayPal)
- registration form fields (fully customizable)
2) After you create the event you will get an event registration link that you can send via email to invite people to register, or you can embed the registration form directly on your website.
3) People register through the link or embedded form. You can restrict registration to school members, who must log in with their UID and password.
4) Track registrants in DojoExpert, print the list, or export it to Excel. Email everyone who registered and record event attendance manually or using QR codes. Members can use their existing QR code cards; for non-members, print cards that are valid only for this event.
5) Optionally, collect event fees through PayPal and create invoices automatically.
For this example, we will create a free karate seminar with Sensei Wu, open to everyone. Log in to DojoExpert and select "Registrations" in the main menu. Add an event titled "Seminar with sensei Wu". Before editing it, create two fields for the form: click "Custom fields", add "Current belt" as a list field, and add "Date of birth" as a date field:
Now add the fields to your event and edit the remaining details. Here is our example:
Use the rich text editor to format the event description and add images. In the fields section at the bottom, first name, last name, and email are required for every event. Add custom fields for any other information you need, such as current belt and date of birth. The bottom of the form contains a URL and HTML code for embedding it on your website. Open the URL to preview the registration form:
Email the URL to invite people to register. They will see the event title, location, date, description, and the fields you selected. In this example, there are 3 required fields and 2 custom fields. Users complete the form and click "register". To see registrations in DojoExpert, return to "registrations" and click the number in the "registrants" column. We have registered John and Betty for this example:
And the list appears:
The table includes the fields you selected, such as current belt and date of birth. Click a row to edit the details. Use the icons below the table to:
- print the list
- export to Excel
- save attendance data
- print QR codes for non-members
- email everyone on the list
Click the third icon to open the attendance interface and record attendance for the event:
For an event lasting more than one day, select the date for which you want to record attendance. You can also scan QR codes. Existing members can use their usual cards; for non-members, click the QR code icon to print event cards. To email QR codes to registrants, follow these steps:
1) Click the email icon:
The email interface opens with the recipients already selected:
2) Write your email and include a link to the Google QR code generator. Set the final "chl" parameter to UID, as shown below:
http://chart.googleapis.com/chart?chs=150x150&cht=qr&choe=UTF-8&chl={UID}
The {UID} placeholder is replaced with each registrant's ID. When a registrant clicks the link in the email, a page opens with their QR code, which they can print.
Implementing paid events
For paid events, collect registration fees online through PayPal or Stripe. This is available with a PRO account. With automatic payment processing enabled, you can create an invoice for each event payment. Set the fee and specify the PayPal email address or Stripe account that will receive payments. After registering, users are redirected to the payment form. The currency is the one selected in your settings.
We hope you find the event registration system useful. We will continue improving it based on your suggestions. Email us if you need help or have feedback.
More features in registration forms
Event registration forms also support these features:
- send email notifications to registrants
- receive an email when someone registers
- hide/display event header (title, place, time)
- discount codes (coupons) for paid events
- complete field mapping for converting non-members to members
- Let’s look at these features in more detail.
Sending e-mail notifications
In event settings, choose whether to receive an email when someone registers and whether to send a confirmation to the registrant. To receive notifications, enable this checkbox and enter your email address:
To notify registrants, create an email template and select it using the “user notification” checkbox. To create a template:
- select “email” in the main menu
- write the email subject and body
- below the email body, find “save as new template”, enter a template name, and click “save”
Here’s an example:
Use codes such as {fname} and {lname} to insert the user's first and last names, or {customX} for custom fields. After saving the template, select it in the event registration settings.
Hiding the event header
Sometimes you do not want to display the default event header in registration forms. Use this check box to control whether you want it to be shown or hidden:
Discount codes
To offer discounts, go to “registrations” and select “discount” in the left-hand menu. Create codes with either a percentage or a fixed discount, then select them in event settings. Selecting at least one code adds a field to the registration form where users can enter and validate a code. Valid codes reduce the registration fee, and the discount is shown on the invoice and the PayPal payment form.
Field mapping
When creating custom registration fields, you can map them to existing member database fields, including custom member fields. These mappings let the “convert to member” command transfer more than the default first name, last name, and email address. All mapped registration fields can be transferred to the member database. This is useful for school enrollment forms and lead collection. Set up mappings when adding or editing registration “custom fields”.