Contents

• Introduction
• Enabling event registration
• Enabling ticket payments
  • Custom payment accounts
  • Partial payments
  • Pay Later
  • Payment by Check
  • Refunds
• Enable Donations
• Enable Discounts
• Enable the Registration Schedule
• Register Attendants
  • Members
  • Guests
• Registration details and cancellation
• Registration restrictions
  • Enabling registration restrictions
  • Disabling registration restrictions
  • Re-enabling registration restrictions
• Disabling registration when active
  • Re-enabling registration
• Registered people lists and related options 
  • View and export people lists
  • Individual registration options
• Managing Event Payments

Introduction

Enabling registration is a great way to limit the people you want to host and better organize your event. You can activate it by creating or editing an event, as discussed in How to add, edit or delete an event.

Once you have enabled registration, only the amount of people you set will be able to register for your event. In addition, you can apply registration restrictions, which we will be discussing below. 

Only users with registration management permissions can register other people, who are not part of their family. These users can be Owners, Admins. Group Leaders or have a custom role. The two permissions they require are: Registration and Cancel Reg. Members can only register themselves and people set as belonging to the same family.

Enabling event registration

If you want to enable registration for an event, please toggle Registration to the ON position while creating the event. Registration is optional, and you can set it up as follows:

• First, set the Available Ticket Count. You have the option to switch on “Per family” if you want to enable people to register for one ticket, but come to the event with other members of their family. If you toggle on “Unlimited” then there will be no limit to the number of people who can register. 
• Enable Don’t allow cancellation, and set how many hours before the event you would like to stop allowing people to cancel their registration.

• Select a Mandatory Registration Form: All forms you create via the Forms module will become available to select within the event editing window. This is very useful when you want to obtain information before people can register for an event. If you choose to add a form here, it will be automatically displayed during registration. The registration process can only be completed after submitting the form. 

Enabling ticket payments

This is a paid feature.

When you require registration for an event, you can also enable ticket payments. This can be done in the event editor, within the Registration section. Simply set the toggle to the ON position to enable the feature. 

You can add several ticket types, using the Add Ticket Type option, which allows you to enter different pricing options and give your tickets a name. (Tickets can only be named when there is more than one ticket type.)

You will need to configure your payment provider (PayPal or Stripe) before being able to use paid tickets. Payments can be collected either online, via PayPal or Stripe; or in person, using cash. 

You can see a list of payments in the Event Registration Log Report.

Custom payment accounts

If you need event payments to go to a different account than the one you integrated for e.g. Online Giving, then you can configure a custom account for every event. For the moment, the feature supports custom PayPal accounts, for which you need to know the associated email in order to add it.

Partial payments

It is possible to allow members to make partial payments for their event participation - which can also be in several instalments. You can allow this from the event editing window, by enabling Partial Payment and adding a minimum amount to pay upon registration. Members can pay the remaining amounts later, either in cash or online, via their event registration within their member account. Everytime a member pays online, they will need to pay the minimum amount you set, unless it is their last instalment. 

Members can pay later by logging into their account, then following the steps below:

• My Registrations
• Find the corresponding event registration 
• On the registration page, click Pay Now, and follow the on-screen payment instructions. These will depend on the payment gateway you have integrated with. 

Pay Later

This option allows you to allow members to pay later, on-site (e.g. in cash). Enabling this option allows members to choose to pay later and bypass the online payment. When they attend the event, their payment can be collected through other means of your choice.

Payment by Check

If someone chooses to pay you by check, you can now add the check number to ChMeetings. To do so, please follow the steps below:

• Open the event,
• Go to People & Tickets > Payments,
• Find the person in question,
• Click the options button next to them, and choose Edit,
• Edit the amount, choose Check as the Payment Method,
• Save your edits.

The demo below shows you how to go through the steps below.

 

Refunds

You can use Enable cancellations and refunds for paid events to process refunds for paid tickets. This feature is available for Admins, who can customize the amount to refund. Members can also cancel their ticket or registration and automatically receive a full refund. To allow members to cancel paid event registrations and get a refund, this feature must be enabled under your event’s Registration tab for refunds to be available for both Admins and Members.

Enable Donations

If you enable event registration, you can also allow attendees to donate to your church. 

To do so, simply follow the steps below:

• Turn on Enable Donation.
• Use the Donation Title field to give your donation section a name
• Suggest an amount.
• Choose the Fund to which the donations will be assigned.

When members register, the donation section will look like this:

Enable Discounts

If you enable paid tickets, you can also enable discounts for everyone (members and guests). To do so, follow these steps:

1. Turn on the Enable Discounts toggle.
2. If there is no existing discount, click Add Discount.
   
   If there are discounts already, click Add Another.
3. Enter the Discount Name.
   
4. Choose the Type of discount that you want to enable. You can only enable one type per discount, as follows: 
   1. The Group Discount lets you apply a discount to all attendees if the group is equal to or more than the number of people you choose here. To get the group discount, all group members must register together and be part of the same family. Members can register together with guests but not with other members outside of their families. Turn on Enable Expiry Date if you want the discount to expire on a specific date and time.
      
   2. The Early Bird discount lets you set a date and time when the discount ends. Members must register before this date and time to get the discount.
      
   3. The Promo Code discount applies if members enter a Promo Code during their registration. Enter the Code, then turn on Enable Expiry Date if you want the code to expire on a specific date and time.
      
5. Set the Discount Value, either as a percent of the total ticket price; or as a fixed rate, in which case the discount is a specific amount. The value applies identically to all discount types.
   

6. Save your discount when ready. 

Below is a short demonstration of the entire Discounts section:

To edit a discount, click the Edit (✐) icon on the right of the discount. You can modify all aspects of a discount, such as changing the type, the amount, the expiration date, etc.

 

To disable a discount without deleting it, turn off the toggle next to it.

 

To delete a discount, edit it, then click Delete.

 

You can add multiple discounts of different types using the Add Another option. 

Enable the Registration Schedule

By enabling the Registration Schedule, you can choose to open and close the registration for the event at a specific date and time. You can enable one or both options. 

Register Attendants

Members

Registration management is generally the same for both one-time and recurring events. However, people cannot be registered to a full recurring event; they can only be registered to each occurrence. 

To register someone as an attendant to one of your events, please follow the steps below.

• Go to the Events module and select your desired event from the list. You can tell if the event has registration enabled by the ticket icon above the event name.
  

• Click Register.
  • If you are working with a one-time event, the Register button will be at the top right of your event screen.
    

• • If instead, you are registering someone to a recurring event, then the Register button will be next to each occurrence (Both as a standalone button and as an item within the occurrence options menu.). Note that in this case, registrations can only be made per occurrence, not per the entire event (At the moment, it is not possible to register people to all occurrences of an event.)
    

• You will now reach the event registration page. Here, please click again on Register.
  

• Next, see the Summary area that shows up at the bottom of the registration page, and click on Add People.
  

• Search for the person you want to register, using the Select People dropdown. Once you select a person, they will be added to a list at the bottom of the window. Click on Add when you are ready to complete the selection. If you change your mind, simply select another person from the list and the previous selection will be removed.
  

• Your newly registered person will now be displayed within the event Summary section. 
• To remove someone already selected, click the delete icon next to their name.
  
• If there is an active Group Discount for the event, it will apply automatically when you book for the minimum number of people.
  
• If an Early Bird discount is active for the event, it will be applied automatically if the registration is made before the set expiry date.
  
• If there is an active Promo Code for the event, you can enter it below the Summary.
  

• To confirm the registration, click on Confirm Registration.
  

You will now see the person’s registration details, along with additional options, which we discuss below, under Managing event registrations.

Notes:

• You can only register one person at a time, unless they are part of the same family. In this case, you can add multiple people in one go. This will create one registration record for all selected people.
• If someone is restricted from registering to events in a specific calendar, for a certain period of time, then they cannot be registered. You will be informed on this matter by hovering over the 🛈 icon next to their name.

You can also begin someone’s registration from within their individual profile, in the People module. Go to the Events tab, click Register to Event. find the event you need, then click Register. You will be directed to the event registration page, where you can follow the same process described above.

Guests

When you enable event registration, you can also enable the registration of guests. This feature is available for both free and paid events, but only when the event requires registration. 

To enable guest registration, create or edit an event, then go to Registration > Enable Guests. 

To register guests for an event:

• Go to the Events module and follow the same steps as for member registration, until you reach the event registration page. Here, please click on Register. 
• Next, see the Summary area that shows up at the bottom of the registration page, and click on Add Guests. You will then be asked to enter the guest’s Name, Email and Mobile Number. 

Please watch the demo below to see the guest registration process. 

 

Guests can also register by themselves, if you enable the Guest View.

Once a guest’s registration is completed, they will be displayed within the People & Tickets list, as well as in the Event Registration Log Report. You can easily create a ChMeetings Profile for a guest, by clicking Add Person, underneath their name. 

Registration details and cancellation

You can always manage existing registrations by going to the People section of an event. You will find it by clicking the People button, either at the top of your main event screen, or at the bottom of the main event registration page (or the registration page of an occurrence, if it’s a recurring event). 

In the People window, click the Options button next to a person to either view their Registration Details or Cancel Their Ticket.

If you have a large list of people, you can filter by name or by registration date, using the corresponding fields at the top. 

 

Here is where you can also cancel registrations in bulk. Click Bulk Actions > Cancel Registration.

 

If you choose to view the person’s registration details, you will see a page dedicated to their registration, which comes along with additional features. Here is a list of options and a visual guide of the options you have within this window: 

• Download the QR code assigned to this registration.
• Cancel the registration.
• View session details, according to the event’s session configuration.
• Register another place, to return to the main event registration page and add a new attendant. 

Once you cancel someone’s reservation, they will be removed from the People list associated with the event or event occurrence you are working with. 

Registration restrictions

Enabling registration restrictions

If you serve within a large church and want to control how many events people can attend, then you can do so while enabling registration for your event. While creating your event, all you need to do is:

• Turn on Limit registration per person in this calendar.
• Enter the number of days for which you want to restrict registration to events within the same calendar. When you do so, people who register for one event within a specific calendar will not be allowed to register themselves or be registered to another event within the same calendar. If you configure this setting for one event, it will apply to all events within the calendar you select, given that you have enabled registration for them. If the feature was enabled for a previous event and the number of days set have not passed, then the field will be prepopulated. You can adjust if needed

Disabling registration restrictions

For a one-time event, you can use Disable Registration Restrictions from the main event screen, by clicking the options menu at the top right. The same option can be found at the bottom of the event registration page. 

For a recurring event, you can use Disable Registration Restrictions from the main event screen, by clicking on the options button next to a desired occurrence. The option is also available at the bottom of the event registration page.

When you choose any of these options, you will be asked to confirm your choice. Please do so by clicking again on Disable Registration Restrictions. Please click on Cancel if you change your mind.

Re-enabling registration restrictions

The Disable Registration Restrictions options will now become Enable Registration Restrictions, everywhere throughout the event you disabled this for. If. you would like to re-enable registration, please use this option to do so. You will be asked to confirm your choice. 

Disabling registration when active

If you no longer want people to register to a particular event, you can disable the registration. 

For a one-time event, you can use the Disable Registration option from the main event screen, by clicking the options menu at the top right. The same option can be found at the bottom of the event registration page. 

For a recurring event, you can use Disable Registration from the main event screen, by clicking on the options button next to a desired occurrence. The option is also available at the bottom of the event registration page.

Regardless of the option you choose, you will be asked to confirm your choice. Please do so by clicking again on Disable Registration. Click Cancel if you do not want to proceed.  

Re-enabling registration

The Disable Registration options will now become Enable Registration, everywhere throughout the event you disabled it for. If. you would like to re-enable registration, please use this option to do so. You will be asked to confirm your choice. 

Registered people lists and related options 

View and export people lists

If you would like to view the list of people who have registered for a particular event, you can do so from the People section, which you can locate as follows;

• For a one-time event, at the top right of the main event screen.
• For a recurring event, at the top right of the main event screen - This will display the people who are registered to any occurrence of the event. You will also find a People section within the options menu next to each occurrence. Here is where you will find the list of people who have registered to the selected occurrence.

The People section displays a list of registered people, to either the entire event or to an occurrence, depending on your selection. 

You can filter this list, using the fields at the top:

• By the person’s name.
• By registration date.

You can also export the list by clicking the Export button at the top right. 

Alternatively, you can export a selection of people by checking the box next to their name, clicking on Bulk Actions, then choosing Export. 

Wherever you export from, you will see a window with several options to choose from: 

• Excel: This will generate an Excel spreadsheet including all member profile fields. 
• Mailing Label: This option creates mailing labels automatically, with the details of people in the selected group. You can then print these labels if you need to. 
• Directory: This allows you to generate and print a Member Directory.  Read more about How to print the member directory?.
• Name Tags: Generates a list of names for people in the group, which you can print if needed.
• QR: Generates a QR Code for each person in the group. 
• QR Card: Generates a QR Card for each person in the group. This can include at least the person’s name and QR Code, but you can choose to add other information to the card (picture, Ministry Name, Ministry Logo, or a subtle card background).
• Letter: Allows you to generate a single letter which you can send to everyone in the group, without having to type it for each member separately.

Most export options allow you to group people by family.

Individual registration options

For each person in the list you have the possibility to view their registration details or cancel their ticket.

Managing Event Payments

You can manage event payments from within Events > All Payments. 

This section allows you to view all event payments, along with the following information:

• The payer’s name, photo, and profile link,
• The event to which the payment relates,
• The registration ID, along with the number of corresponding tickets,
• The amount paid,
• The amount remaining to be paid,
• The registration date,

Payments can be searched by name, email, or registration ID. Additionally, you can access the Advanced Search feature to filter by Event, Start/End Date, Payment Status, and Payment Methods.

You can edit payments (amount and payment method) using the corresponding Edit button.

By selecting payments, you can access the Bulk Actions menu, where you can export selected records and communicate with the corresponding people via email, text, or push notification.