Event Management | Session 2 of 3 | Tendenci AMS
Tendenci
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26 slides
Oct 15, 2024
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About This Presentation
We love Tendenci's Event Management!
In Session 1 on September 10th 2024, participants got an intro to Tendenci's Event Management module with CEO Nicole Davis, learning how to set up event types, create listings, and manage details and registrations.
On September 12th 2024, Session 2 cove...
Slide Content
Event Management with Tendenci - The Open Source AMS
Leveraging Online Event Registrations
with Tendenci Events Module
Last session we learned how to create Events, but
many associations also have the need for paid
events and online registration. Let’s walk through
the registration setup process!
❖Enable Registration and set your limits
(permissions)
➢How many registrants can your venue
accommodate?
➢Will you allow member and or users to
register guests?
➢Will you require payment at the time
of registration, or will you allow
people to pay later and/or at the door?
Figure 1: Professional Online Event Management with Tendenci.
Leveraging Online Event Registrations
with Tendenci Events Module
Last session we learned how to create Events, but
many associations also have the need for paid
events and online registration. Let’s walk through
the registration setup process!
❖Enable Registration and set your limits
(permissions)
➢How many registrants can your venue
accommodate?
➢Will you allow member and or users to
register guests?
➢Will you require payment at the time
of registration, or will you allow
people to pay later and/or at the door?
Figure 1: Professional Online Event Management with Tendenci.
Event Management with Tendenci - The Open Source AMS
Event Registrations in Tendenci
❖Enabling Registration
➢If you’ve already created and saved your event,
you’ll note the registration area is now in its own
tab. In this case, select the “Registration” tab, and
at the very top check “Enable registration”.
➢If you are creating the event and enabling the
registration at the same time, the checkbox to
enable registration will be on the same interface
towards the bottom of the page.
❖Registration Limit
➢How many attendees can your venue hold? If
unlimited, leave at “0”.
❖Payment Method
➢What payment methods will you accept from
registrants? Your methods are specified in your
admin backend.
Figure 2: If you are editing an existing event, you will see
the sections tabulated at the top of the page underneath
“Event Edit”.
Event Registrations in Tendenci
❖Enabling Registration
➢If you’ve already created and saved your event,
you’ll note the registration area is now in its own
tab. In this case, select the “Registration” tab, and
at the very top check “Enable registration”.
➢If you are creating the event and enabling the
registration at the same time, the checkbox to
enable registration will be on the same interface
towards the bottom of the page.
❖Registration Limit
➢How many attendees can your venue hold? If
unlimited, leave at “0”.
❖Payment Method
➢What payment methods will you accept from
registrants? Your methods are specified in your
admin backend.
Figure 2: If you are editing an existing event, you will see
the sections tabulated at the top of the page underneath
“Event Edit”.
Event Management with Tendenci - The Open Source AMS
Event Registrations in Tendenci
❖Payment Required
➢Are you requiring your registrants to pay right then
and there? Or can they pay later or at the door after
reserving a spot.
❖External Payment Link
➢If you have the setting to allow this enabled in your
Event Settings, event creators will be able to add a
third party payment link, circumventing the system’s
primary payment processor. Note, reporting will still
capture the payment in your Tendenci invoices system.
❖Allow Guests
➢Will you allow registrants to register guests as well? If
so, is there a cap on the number of guests?
Figure 3: Enabling third party payment links
allow the user to “jump” over to the payment
page, while their payment details still get
recorded in the system (tendenci).
Event Registrations in Tendenci
❖Payment Required
➢Are you requiring your registrants to pay right then
and there? Or can they pay later or at the door after
reserving a spot.
❖External Payment Link
➢If you have the setting to allow this enabled in your
Event Settings, event creators will be able to add a
third party payment link, circumventing the system’s
primary payment processor. Note, reporting will still
capture the payment in your Tendenci invoices system.
❖Allow Guests
➢Will you allow registrants to register guests as well? If
so, is there a cap on the number of guests?
Figure 3: Enabling third party payment links
allow the user to “jump” over to the payment
page, while their payment details still get
recorded in the system (tendenci).
Event Management with Tendenci - The Open Source AMS
Event Registrations in Tendenci
❖Discount Eligible
➢Are you allowing registrants to use discount codes
when checking out? If so, check this box and
configure them at the admin backend.
❖Publicly show Registration Stats
➢If you want to display how many spots are taken
and how many are left to site visitors, check this
box. This can encourage users to sign up if space is
limited and filling up quickly!
❖Custom Registration Form
➢If you have specific and unique questions you need
to ask registrants, use the Custom Registration
Forms area to create a custom form and apply
with the dropdown menu in the registration area.
Figure 4: If your event necessitates it, you can ask
questions in a custom registration form that you wouldn’t
find in the default form.
Event Registrations in Tendenci
❖Discount Eligible
➢Are you allowing registrants to use discount codes
when checking out? If so, check this box and
configure them at the admin backend.
❖Publicly show Registration Stats
➢If you want to display how many spots are taken
and how many are left to site visitors, check this
box. This can encourage users to sign up if space is
limited and filling up quickly!
❖Custom Registration Form
➢If you have specific and unique questions you need
to ask registrants, use the Custom Registration
Forms area to create a custom form and apply
with the dropdown menu in the registration area.
Figure 4: If your event necessitates it, you can ask
questions in a custom registration form that you wouldn’t
find in the default form.
Event Management with Tendenci - The Open Source AMS
Event Registrations in Tendenci
❖Send Email Reminders to Attendees
➢Configure custom reminder emails and/or send the default reminder emails (contains
basic event details in the reminder, such as event name, date and time).
❖Specify when
➢Number of days leading up to the event your reminders will be sent.
❖Registration email text
➢Write your own custom email and decide if you’d like to use this in lieu of the default, or
use both.
❖Registration email reply to
➢This email address will receive emails if guests respond to the reminder notifications, in
addition to the email address specified in your Event Settings.
❖Reply-to receives notices
➢If this box is checked, the email address above will also receive notifications pertaining
to this event, such as registration activity.
Event Registrations in Tendenci
❖Send Email Reminders to Attendees
➢Configure custom reminder emails and/or send the default reminder emails (contains
basic event details in the reminder, such as event name, date and time).
❖Specify when
➢Number of days leading up to the event your reminders will be sent.
❖Registration email text
➢Write your own custom email and decide if you’d like to use this in lieu of the default, or
use both.
❖Registration email reply to
➢This email address will receive emails if guests respond to the reminder notifications, in
addition to the email address specified in your Event Settings.
❖Reply-to receives notices
➢If this box is checked, the email address above will also receive notifications pertaining
to this event, such as registration activity.
Event Management with Tendenci - The Open Source AMS
Event Registrations in Tendenci
❖Cancellation Fee
➢Time to revisit your site policies and/or bylaws. If
you are charging a cancellation fee, decide if it will
be a set amount or if a percentage of the ticket
price.
❖Cancel by
➢If you are allowing cancellations, you can also set
a cutoff time through which this is allowed, such
as a week before your event.
❖Pricings
➢If is time to set up your pricing tiers! Will you
have member-only pricing? Will you have early
bird specials? These are all things to consider as
we move onto the pricing strategy for your event
registration. Click on the next tab, or scroll down
to add your pricings!
Figure 5: Be sure to revisit your organization’s bylaws and
policies to determine what limitations there are to event
cancellations and/or refunds.
Event Registrations in Tendenci
❖Cancellation Fee
➢Time to revisit your site policies and/or bylaws. If
you are charging a cancellation fee, decide if it will
be a set amount or if a percentage of the ticket
price.
❖Cancel by
➢If you are allowing cancellations, you can also set
a cutoff time through which this is allowed, such
as a week before your event.
❖Pricings
➢If is time to set up your pricing tiers! Will you
have member-only pricing? Will you have early
bird specials? These are all things to consider as
we move onto the pricing strategy for your event
registration. Click on the next tab, or scroll down
to add your pricings!
Figure 5: Be sure to revisit your organization’s bylaws and
policies to determine what limitations there are to event
cancellations and/or refunds.
Event Management with Tendenci - The Open Source AMS
Event Pricing in Tendenci
❖Pricing display name
➢The label on each pricing that will appear on
your event details page, as well as the
registration page/form.
❖Position
➢Controls the order pricings appear in. You’re
using a machine, so start with “0”!
❖Pricing description
➢Write a short description of each pricing,
which will appear on the intermediary pricing
information page (if using) and the
registration form, so members are given more
info about their choices.
❖Number of attendees
➢Set to 1 unless this is a table or team event!
Figure 6: Pricing display name and description will appear on
the registration form in the order you position them in, or in
the order they were added by default.
Event Pricing in Tendenci
❖Pricing display name
➢The label on each pricing that will appear on
your event details page, as well as the
registration page/form.
❖Position
➢Controls the order pricings appear in. You’re
using a machine, so start with “0”!
❖Pricing description
➢Write a short description of each pricing,
which will appear on the intermediary pricing
information page (if using) and the
registration form, so members are given more
info about their choices.
❖Number of attendees
➢Set to 1 unless this is a table or team event!
Figure 6: Pricing display name and description will appear on
the registration form in the order you position them in, or in
the order they were added by default.
Event Management with Tendenci - The Open Source AMS
Event Pricing in Tendenci
❖Registration limit
➢The number of attendees who can register
for this pricing. For example, if you are
offering an early bird pricing, you may want
to limit the amount of uses to “while supplies
last”!
➢Remember to ensure this number is a subset
of your total registration cap - i.e. if you are
allowing 200 registrants, set a number
smaller to this.
❖Payment required
➢Is payment required to reserve a spot at this
pricing tier? If so, check this box.
❖Price
➢The fee your organization charges for each
registration type.
Figure 7: Publicly display registration stats to not only encourage
registrants to sign up before it’s too late, but also to let them know
when the event is full!
Event Pricing in Tendenci
❖Registration limit
➢The number of attendees who can register
for this pricing. For example, if you are
offering an early bird pricing, you may want
to limit the amount of uses to “while supplies
last”!
➢Remember to ensure this number is a subset
of your total registration cap - i.e. if you are
allowing 200 registrants, set a number
smaller to this.
❖Payment required
➢Is payment required to reserve a spot at this
pricing tier? If so, check this box.
❖Price
➢The fee your organization charges for each
registration type.
Figure 7: Publicly display registration stats to not only encourage
registrants to sign up before it’s too late, but also to let them know
when the event is full!
Event Management with Tendenci - The Open Source AMS
Event Pricing in Tendenci
❖Pricing available for assets purchase
➢If you are allowing folks to purchase recordings, for
example, check this box so users who may not have
attended can purchase this at the same rate as the
registration pricing.
❖Include tax
➢Allows you to collect local/sales tax on your event fees.
❖Start and End Date/Time
➢Controls when the pricing availability starts and ends.
For example, if you have early bird pricing, the
availability would start and end earlier than regular
pricing.
❖Permissions
➢Who can use this specific pricing.
Figure 8: Site visitors will be able to view
when a registration pricing starts and ends.
Event Pricing in Tendenci
❖Pricing available for assets purchase
➢If you are allowing folks to purchase recordings, for
example, check this box so users who may not have
attended can purchase this at the same rate as the
registration pricing.
❖Include tax
➢Allows you to collect local/sales tax on your event fees.
❖Start and End Date/Time
➢Controls when the pricing availability starts and ends.
For example, if you have early bird pricing, the
availability would start and end earlier than regular
pricing.
❖Permissions
➢Who can use this specific pricing.
Figure 8: Site visitors will be able to view
when a registration pricing starts and ends.
Event Management with Tendenci - The Open Source AMS
Event Pricing in Tendenci
❖Permissions, continued..
➢Groups
■Allow specific groups to leverage this event pricing
➢Public
■Allows all site visitors, even anonymous (without a site
account) to use this pricing
➢Signed in users
■Authenticated users (users with an account) will be able
to use this pricing
➢Members
■Only members of the organization can use this pricing
❖Now that your pricing is set up, let’s check your event view!
➢This will look different from organization to organization and
even user to user due to how your settings are configured.
➢Once you are happy with your Event details and registration, set
it to active!
Figure 9: Review your event to see if everything
is displaying and working as designed!
Event Pricing in Tendenci
❖Permissions, continued..
➢Groups
■Allow specific groups to leverage this event pricing
➢Public
■Allows all site visitors, even anonymous (without a site
account) to use this pricing
➢Signed in users
■Authenticated users (users with an account) will be able
to use this pricing
➢Members
■Only members of the organization can use this pricing
❖Now that your pricing is set up, let’s check your event view!
➢This will look different from organization to organization and
even user to user due to how your settings are configured.
➢Once you are happy with your Event details and registration, set
it to active!
Figure 9: Review your event to see if everything
is displaying and working as designed!
Event Management with Tendenci - The Open Source AMS
User & Member Registration
❖Registration process
➢Once your event is live, folks will be able to register as soon as your registration is open (your
start time/date for each pricing)
■Site visitors, users and members may see and have access to different details and
registration pricing depending on how you’ve configured your permissions
settings.
❖Admin notices
➢Once registrations are active, administrators specified in the Events settings as well as when
you are configuring each event (“Registration no reply to” field in the Registration section)
will receive notifications every time someone registers for an event.
❖Roster Report
➢In addition to receiving notifications, site administrators will have access to multiple reports,
the most commonly used one being a roster of attendees - paid and unpaid.
➢This is the same interface that can be used to check attendees in. Note, if using the digital
check-in feature, the boxes are auto-checked when a user is scanned in, and the check-ins
contain a timestamp that can be verified before releasing credits, if utilizing this feature!
User & Member Registration
❖Registration process
➢Once your event is live, folks will be able to register as soon as your registration is open (your
start time/date for each pricing)
■Site visitors, users and members may see and have access to different details and
registration pricing depending on how you’ve configured your permissions
settings.
❖Admin notices
➢Once registrations are active, administrators specified in the Events settings as well as when
you are configuring each event (“Registration no reply to” field in the Registration section)
will receive notifications every time someone registers for an event.
❖Roster Report
➢In addition to receiving notifications, site administrators will have access to multiple reports,
the most commonly used one being a roster of attendees - paid and unpaid.
➢This is the same interface that can be used to check attendees in. Note, if using the digital
check-in feature, the boxes are auto-checked when a user is scanned in, and the check-ins
contain a timestamp that can be verified before releasing credits, if utilizing this feature!
Event Management with Tendenci - The Open Source AMS
Event Registration Reporting
❖Roster Report Interface
➢Sort ascending or descending
by name or company.
➢Filter by paid or unpaid
registrants only.
➢Filter by only checked-in
attendees
➢Access registrant details
and/or invoices.
➢Export paid and/or unpaid
registrant details.
➢Check attendees in and out
■View a timestamp for
checked-in attendees
Figure 10: Site admin can leverage the Roster Report to view and export registration
details, as well as check attendees in and out.
Event Registration Reporting
❖Roster Report Interface
➢Sort ascending or descending
by name or company.
➢Filter by paid or unpaid
registrants only.
➢Filter by only checked-in
attendees
➢Access registrant details
and/or invoices.
➢Export paid and/or unpaid
registrant details.
➢Check attendees in and out
■View a timestamp for
checked-in attendees
Figure 10: Site admin can leverage the Roster Report to view and export registration
details, as well as check attendees in and out.
Event Management with Tendenci - The Open Source AMS
Event Registration Reporting
❖Event Registrant Search
➢Search/filter by:
■First or last name
■Company
■Phone
■Email
■Keywords
➢Easily view and/or
modify registrant
information
■View user profile
■View registration
details
■Cancel
registration
Figure 11: Easily search for registrants by various filter parameters.
Event Registration Reporting
❖Event Registrant Search
➢Search/filter by:
■First or last name
■Company
■Phone
■Keywords
➢Easily view and/or
modify registrant
information
■View user profile
■View registration
details
■Cancel
registration
Figure 11: Easily search for registrants by various filter parameters.
Event Management with Tendenci - The Open Source AMS
Event Registrant Communication:
Automated Notices
❖Registrants
➢Registration Confirmation:
Registrants will receive an
automated email confirmation upon
registration.
■Can be custom and/or use a
default template
➢Event Reminders: Remind
registrants they have registered for
events via the reminder notices
■Can also be custom or use a
default template
Figure 12: Example of a default automated event reminder email. Emails can be
customized in the registration area of your Event add/edit.
Event Registrant Communication:
Automated Notices
❖Registrants
➢Registration Confirmation:
Registrants will receive an
automated email confirmation upon
registration.
■Can be custom and/or use a
default template
➢Event Reminders: Remind
registrants they have registered for
events via the reminder notices
■Can also be custom or use a
default template
Figure 12: Example of a default automated event reminder email. Emails can be
customized in the registration area of your Event add/edit.
Event Management with Tendenci - The Open Source AMS
Event Registrant Communication:
Automated Notices
❖Administrators
➢Administrators specified in the
site settings will receive notices
for certain activities in the
Events module:
■Event add
■Event registrations
■Event cancellations, if
applicable
❖Reply-to
➢If there is a reply-to email
address specified in the
registration area, they will also
receive notices for registrations.
Figure 13: Example of a notification triggered by the adding of an event to the system.
Event Registrant Communication:
Automated Notices
❖Administrators
➢Administrators specified in the
site settings will receive notices
for certain activities in the
Events module:
■Event add
■Event registrations
■Event cancellations, if
applicable
❖Reply-to
➢If there is a reply-to email
address specified in the
registration area, they will also
receive notices for registrations.
Figure 13: Example of a notification triggered by the adding of an event to the system.
Event Management with Tendenci - The Open Source AMS
Event Registrant Communication: Direct Email
❖Email Registrants
➢Event administrators can customize direct
emails to paid and/or unpaid event
registrants. They can customize:
■Email subject line
■Sender display
■The reply-to address
■Email content
●Utilize site tokens to personalize
the message
■If using digital check-in, add a QR code
to be sent to registrants as well
Figure 14: Customize direct emails to registrants.
Event Registrant Communication: Direct Email
❖Email Registrants
➢Event administrators can customize direct
emails to paid and/or unpaid event
registrants. They can customize:
■Email subject line
■Sender display
■The reply-to address
■Email content
●Utilize site tokens to personalize
the message
■If using digital check-in, add a QR code
to be sent to registrants as well
Figure 14: Customize direct emails to registrants.
Event Management with Tendenci - The Open Source AMS
Event Attendee Check-in
❖Roster Report Interface
➢As discussed in earlier slides, attendees can be
checked in or out by an administrator via the Roster
Report interface.
➢Checking in and out are both timestamped so this
can be verified, as needed, for full event attendance
❖Digital Check-in
➢If **enabled and using the digital check-in feature,
attendees can present either an email or a printed
badge (generally handed out at initial conference
check-in) to be scanned by event administrators.
Those checking in at a minimum will need to be
assigned or in a group with the following
permissions:
■events | registrant | Can view registrant
■events | registrant | Can change registrant
Figure 15: Sample attendee badge containing a QR code
for digital check-in
** Enabling the digital check-in feature requires additional
configuration: setting "USE_BADGES = True" in
conf/settings.py
Event Attendee Check-in
❖Roster Report Interface
➢As discussed in earlier slides, attendees can be
checked in or out by an administrator via the Roster
Report interface.
➢Checking in and out are both timestamped so this
can be verified, as needed, for full event attendance
❖Digital Check-in
➢If **enabled and using the digital check-in feature,
attendees can present either an email or a printed
badge (generally handed out at initial conference
check-in) to be scanned by event administrators.
Those checking in at a minimum will need to be
assigned or in a group with the following
permissions:
■events | registrant | Can view registrant
■events | registrant | Can change registrant
Figure 15: Sample attendee badge containing a QR code
for digital check-in
** Enabling the digital check-in feature requires additional
configuration: setting "USE_BADGES = True" in
conf/settings.py
Event Management with Tendenci - The Open Source AMS
Other Tools & Features
❖Event Add-ons - If you are selling anything at your
event other than the ticket, you can leverage the
add-ons feature. For example, if selling merchandise,
list each item and options available.
➢Title: Name of add-on which will show on the
registration form.
➢Price: price of the add-on
➢Description (NEW): a description of the item
➢Group: if utilizing group tagging
➢Default to yes: if registrants have to opt out of
purchasing the add-on
➢Position: allows you to reorder the add-ons
➢Permissions: who can purchase
➢Options Title: options available, for example -
the sizing options available for t-shirts
Figure 16: If selling anything other than tickets for your event, you
can utilize the add-ons feature! Add-ons will appear on both the Event
detail page as well as the Registration form.
Other Tools & Features
❖Event Add-ons - If you are selling anything at your
event other than the ticket, you can leverage the
add-ons feature. For example, if selling merchandise,
list each item and options available.
➢Title: Name of add-on which will show on the
registration form.
➢Price: price of the add-on
➢Description (NEW): a description of the item
➢Group: if utilizing group tagging
➢Default to yes: if registrants have to opt out of
purchasing the add-on
➢Position: allows you to reorder the add-ons
➢Permissions: who can purchase
➢Options Title: options available, for example -
the sizing options available for t-shirts
Figure 16: If selling anything other than tickets for your event, you
can utilize the add-ons feature! Add-ons will appear on both the Event
detail page as well as the Registration form.
Event Management with Tendenci - The Open Source AMS
Other Tools & Features
❖Register a user - If a user is having difficulty
registering for an event or simply does not have
access to a device to register with, site
administrators can look them up in the system to
register them and collect payment over the phone
or at the door.
➢Can be used when on a specific event page
❖Register this user - in a similar workflow, admins
can navigate to a user profile, and use the “register
THIS user” tool to select an upcoming event to
register them for.
➢Can be used when on a specific user profile.
Figure 17: Register users for events if they are experiencing
difficulties registering themselves.
Other Tools & Features
❖Register a user - If a user is having difficulty
registering for an event or simply does not have
access to a device to register with, site
administrators can look them up in the system to
register them and collect payment over the phone
or at the door.
➢Can be used when on a specific event page
❖Register this user - in a similar workflow, admins
can navigate to a user profile, and use the “register
THIS user” tool to select an upcoming event to
register them for.
➢Can be used when on a specific user profile.
Figure 17: Register users for events if they are experiencing
difficulties registering themselves.
Event Management with Tendenci - The Open Source AMS
Other Tools & Features
❖Register a member - Identical to the
“Register a user” interface, except uses
member ID instead of the user search to
locate and register attendees.
➢Can be used when on a specific event
page.
❖Add to My Calendar
➢Allows registrants to add the events ics
to their own pre-configured
calendar(s)!
➢Displays event details such as the title,
date and time, and description
➢Note, this does not register you for the
event.
Figure 18: Add events directly to your calendar(s) using the Events ICS
feature.
Other Tools & Features
❖Register a member - Identical to the
“Register a user” interface, except uses
member ID instead of the user search to
locate and register attendees.
➢Can be used when on a specific event
page.
❖Add to My Calendar
➢Allows registrants to add the events ics
to their own pre-configured
calendar(s)!
➢Displays event details such as the title,
date and time, and description
➢Note, this does not register you for the
event.
Figure 18: Add events directly to your calendar(s) using the Events ICS
feature.
Event Management with Tendenci - The Open Source AMS
What we have covered:
❖Event settings and configuration
❖Adding Events
❖Event Registrations
➢ Registration and pricing setup
➢ Registrant reporting & communications
❖Other Events tools and features
What we will cover in our next session:
Sep 17th, 9:30 - 10:30 CST
❖NEW features
➢ Conferences / Symposiums
■Configuration
■Certificates
■Badges & Digital check-in
➢ Training Module
➢ Zoom integration
What we have covered:
❖Event settings and configuration
❖Adding Events
❖Event Registrations
➢ Registration and pricing setup
➢ Registrant reporting & communications
❖Other Events tools and features
What we will cover in our next session:
Sep 17th, 9:30 - 10:30 CST
❖NEW features
➢ Conferences / Symposiums
■Configuration
■Certificates
■Badges & Digital check-in
➢ Training Module
➢ Zoom integration
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