Registering for events

Quick Tutorial Full Training

For yourself or On behalf of another contact, you can view contacts' events and register them for events. Users can register other contacts from the same company. You can also register guests for yourself or other contacts if the event permits it.

If a staff user has specified a time range that the event is open for registration, potential event attendees can only register for the event if the current date falls within the date range. Staff users and System administrators can always register themselves and other contacts for the event at any time.

Event registration is only available for events with an Active status. Registrations appear in your cart along with any other items added, such as products and donations.

Do the following to register for an event:

  1. Go to Events > Find events.
  2. Search for and open the event.
  3. Click Register Myself. If you would also like to register someone else, or register On behalf of someone, see Registering Someone Else.

    4. Note: If no registration button appears, registration is currently disabled because of the registration time range. When a registration period is defined, notification messages are displayed. The messages inform the user when a registration period begins or ends. The time noted in these messages is populated by the system Time zone setting.

    Registering for events

    Note: The registrant details displayed above the Register Myself button are populated with default values from the Contact Mini Profile content item.

  4. Answer any questions that appear below your registration status and click Save Responses.
  5. Click the Edit icon to manage the registrant details. Changes to the address in the Edit registrant information window are automatically reflected on the contact's account page.

    6. Editing registrant information

    This information is used for badges and other event-related reports. Registrants can edit this information or add a new address:

    The registrant information fields are populated with data found on the Contact Mini Profile content item.

    • To override the default Address, select a different address or add one to the user’s account.
    • The information shown in the Edit registrant information window is used in the Badge information for this event.
  6. If the event offers more than one registration option, select one. Keep in mind the following:
    • If the event is configured to offer more than one registration option but you are not seeing any to choose from, this means you or the person registering are only eligible for one of the registration options, and that option is automatically selected.

    • If there is only one registration option, you will not see the option to choose. Instead, you will see the registration option once you go to your cart upon checkout and expand the event as that option is automatically selected.

    7. Example: The Leadership Summit offers three registration options, but two are configured for staff only. A public user clicks Register Myself and they do not have any registration options to choose from, because by default they are assigned the non-staff only registration option.

    Viewing some events may be configured to offer more than one registration option. A public user may only be eligible for one registration options.

    Capacity

    An event's capacity is updated after registrations are purchased. For example, your Annual Conference event only has two more available spots before being at-capacity. Someone is currently registering for the conference and is purchasing three tickets. That person will successfully purchase the three tickets, and the event will be over booked by one person. The next person who goes to register for the Annual Conference will see that the event is at its capacity.

    Waitlisting

    Staff users can add registrants to a waitlist for an at-capacity registration option. iMIS alerts staff users that the capacity for a registration option is full, and the staff user can opt to either add the registrant to the registration option, causing the registration option to be overbooked, or add the registrant to the waitlist. Non-staff users cannot add themselves to a waitlist for a registration option.

    Capacity for an event function takes the number of registrants on the waitlist into account. For example, if a registration option on an event has a capacity of 10, and there are 8 registrants and 2 waitlisted users, this registration option is at capacity. For more information, refer to Waitlisting with iMIS.

    When a registrant is registered from the waitlist for a registration option, the Event registered from waitlist notification system task (when enabled) sends a notification email to the registrant.

    Note: If items in the itinerary are no longer available based on the selected registration option, they are removed from the itinerary. A message is displayed indicating which items have been removed. Hidden program items are not included in the displayed message.

    Note: If a registration is removed from the cart, the selected program items are still in the itinerary. They can be removed on the event page.

  7. Select the program items the registrant will attend.

    1. Click on the program item group headings to expand and collapse the group sections.

    2. (optional) If the Maximum Registrations per Registrant attribute for this event was set to greater than 1, you can add a number of guests to your registration. For example, if the attribute was set to 4, you can specify up to a maximum of four (yourself and three guests) in the Quantity field on the program item. If you specify a number greater than the maximum value for this attribute, you will see an error message, and the quantity will not update.

      3. Be sure to check the maximum registrations per registrant option.

    3. Click Add.

      4. Note: Functions set up for automatic enrollment do not have an Add link.

      • For each program item added, the text In Itinerary appears next to the program item name.

      • If there are any conflicting program items in the itinerary, such as two program items at the same time, you will receive a conflict message and will not be able to complete the registration process. You can easily clear up the conflict by removing one of the conflicting items

    4. If the added program item has questions, complete the question form and click Save Responses.

      5. Be sure to answer any questions that the added program item has.

    5. (optional) Staff users can add registrants to a waitlist for an at-capacity program item. iMIS alerts staff users that the capacity for a program item is full, and the staff user can opt to either add the registrant to the program item, causing the program item to be overbooked, or add the registrant to the waitlist. Non-staff users cannot add themselves to a waitlist for a program item.

      Capacity for an event function takes the number of registrants on the waitlist into account. For example, if a program item on an event has a capacity of 10, and there are 8 registrants and 2 waitlisted users, this program item is at capacity. For more information, refer to Waitlisting with iMIS.

      When a registrant is registered from the waitlist for a program item, the Event registered from waitlist notification system task (when enabled) sends a notification email to the registrant.

      6. Staff users can add registrants to a waitlist or an at-capacity program item. When a registrant is registered from the waitlist, a notification is sent to the registrant.

  8. The Cart will contain your registration checkout details.

    9. iMIS guides you through the payment process.

    Event and program item registrations appear in the shopping cart. Registrants can continue shopping or proceed to checkout. The pending registration is noted in the cart counter at the top of the page, and it shows up in the cart along with any other items selected for purchase.

    • If you have registered for an event that contains required questions, a reminder message displays in the shopping cart alerting you to return to the event and answer any missed required questions.

      • Note: Any modification to responses to event-level and function-level questions will not be retained until the cart is submitted.
      For example, register for RegOption1 and provide responses to related questions. If we change the registration to RegOption2 and provide responses to related questions for RegOption2 then all responses related to RegOption1 are deleted as the cart is not yet submitted.
      Submit the cart for RegOption2 and then view the registration. We can edit and change the responses to related questions from RegOption2 to RegOption1. We can provide responses to related questions for RegOption1 but the answers for RegOption2 will remain in the database until the cart is submitted again.

    • If a contact adds an event to the cart on a date outside the registration period, a message notifies them that registration for the event is unavailable and to remove the event from the cart.

    Links in the cart let users:

    • Cancel the pending registration by removing it.
    • Click back to the event showcase (the page with both event details and the program items).
    • After checking out from the Cart, an Order Confirmation page is displayed. The Order Confirmation page reflects all registration details, including additional registrants and program item details.

      • The order confirmation page reflects all registration details.

    Note: When you have submitted the order, iMIS sends an email confirmation. This online confirmation serves only as an acknowledgment of registration from the web. It does not update the registration record for a confirmation. The message, "This registration has been confirmed," does not appear in the Register a customer window.

  9. After you have completed a registration for yourself or someone else, you can return to the event and view registration details. Select the desired registrant from the Registrants carousel. You can add and remove program items if the event permits it, or add a guest for yourself or others you have registered. You can also edit the registrant information for anyone you have registered.