Registrations

Snapshot
Steps

Snapshot

About Registrations

If your organization runs fundraising events, use Registrations to register prospects for your events and track their participation. Depending on the structure of the event, use Registration records to capture a wide-range of information including selecting a specific Event and its related Event Location, Event Classification, and other registration particulars such as Fees, Guests, etc.

On your Prospect Summary when configuring Tabs, you can choose to include the Event Attendance Tab that displays at-a-glance registration information about a prospect's involvement in your organization's events.

Registration records can link to related Action, Gift, Payment and Premium records. Follow through on Actions associated with an event registration, such as a personal email to the registrant. Check if any Gifts were given in support of an event registrant, and review Payments to confirm if a prospect has paid his or her registration fees or has a balance due. Check Premiums to see if any premiums have been given to a prospect for their participation at an event.

Payments associated with registrations can be processed in Batch using the Event Payment Transaction Type. Fees that have Payments applied to them cannot be edited or deleted.

Grow your 360°-view of donor activity within your organization by using Registrations to track involvement in your events, and capture that data to report on event performance according to your organization's definition of success.

Setting up events still occurs in the Events Management module. Contact Client Support with any questions.

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Registration Record Fields

Registration Record Fields

This table outlines which fields can be included in this type of record. The table is organized alphabetically by default label. Keep in mind that your organization can customize the structure and labels for all Go To Records, so the order in which you see fields and the names of each field may vary. To help you determine any custom distinctions, use the Sitemap to access the Labels On/Off feature to correlate field labels to the actual database field names on your own screens.

For most coded fields, use Table Maintenance to define new codes, modify existing code details, delete unused codes or expire outdated codes.

Name	Description	Database Name
Amount	The amount of a fee.	reg_fee.AMOUNT
Appeal	The appeal associated with the event.	APPEALS.APPEAL
Batch No.	If the registration is entered as part of a Batch, this is the transaction number for the associated batch.	REGISTRATION.BATCHNO
Benefit Value (Fee)	Use this field to indicate the actual non-deductible fee value.	reg_fee.BENEFIT
Benefit Value (Registration)	Use this field to indicate the actual non-deductible registration value.	REGISTRATION.VALUE
Classification	Refers to a fee classification, which can be used to classify fees into groupings according to your organization's own fee structures.	CLASSIFICATIONS.CLASSIFICATION
Cluster (Guest)	Used to cluster or link guests so they are placed together at the event.	REG_NAME.CLUSTER_ID
Complimentary	Flag the registration to indicate no fees will be collected.	REGISTRATION.COMPLIMENTARY
Credit Account No.	An internal credit account number associated with fees.	REG_FEE.CRACCOUNTNO
Date (Fee)	The date of the fee being applied to the registration, which defaults to today's date.	reg_fee.DATE
Date (Registration)	The date of the registration, which defaults to today's date.	REGISTRATION.T_DATE
Event Classification	Used to classify events into groupings according to your organization's own event structures. (i.e., Run Event, Gala Event, Phone Bank Event, etc.)	ECLASSIFICATIONS.DESCRIPTION
Event Location	Used to indicate the location of an event according to your organization's own event structures. (i.e., Auditorium, Banquet Hall, Race Start Line, etc.)	EVENT_LOCATIONCODES.DESCRIPTION
Fee	Fees associated with registration costs.	EVENT_FEE_CODES.DESCRIPTION
Fee Group	Used when select fees are combined into a grouping according to an organization's own event fee structures. (i.e., Lecture and Dinner, Lecture Only, Dinner Only, etc.)	REGISTRATION.FEEGROUP
First Name (Guest)	Indicates the first name of a guest associated with a registration. Guest can be associated with an existing prospect ID Number or stand-alone text entries. If you fill in the ID Number of an existing prospect, the First Name and Last Name field will populate automatically.	REG_NAME.FNAME
Fund	The fund associated with the event.	FUNDS.FUND
Group (Guest)	Used to place Prospects in specified groups. (i.e., with a particular walk team, at a particular table, etc.) Use Clusters when prospects should be placed near each other, potentially in the same Group if pre-defined groupings are also used in the structure of an event. (i.e., grouping registrants together at the same table, and clustering particular people in the group next to each other at the table)	EVENT_GROUPS.GROUPNAME
Last Name (Guest)	Indicates the last name of a guest associated with a registration. Guest can be associated with an existing prospectID Number or stand-alone text entries. If you fill in the ID Number of an existing prospect, the First Name and Last Name field will populate automatically.	REG_NAME.NAME
Owner	The Solicitor associated with the registration.	SOLICITORS.SOLICITOR
Participation No. (Guest)	A free-text alphanumeric field of up to 20 characters indicating a participation number.	REG_NAME.PARTICIPANTNUM
Position (Guest)	Designates a prospect with a specific Position within a Group. (i.e., Team Captain, Table Host, etc.)	REG_NAME.POSITIONID
Premium Declined	Indicates if the Prospect opted not to receive Premiums associated with the registration.	REGISTRATION.PREMIUM_DECLINED
Quantity	The quantity of fee amounts to be applied to a registration according to an organization's own event fee structures.	reg_fee.QUANTITY
Remark	A free-text remark field to indicate any notes associated with the registration.	REGISTRATION.REMARK
Remark (Fee)	A free-text remark field to indicate any notes associated with a fee.	reg_fee.REMARK
Type (Guest)	Used to indicate an organization-defined Type of guest particular to the nature of the event. (i.e., Youth Guest, Vendor, From Visiting Region, etc.)	REG_NAMETYPES.DESCRIPTION
Unit	Indicates any Unit associated with the registration.	REGISTRATION.UNITID
User Date Field	A user-defined date field.	REGISTRATION.USERDATE1
User Desc Fields	User-defined coded fields.	REGTABLE1.DESCRIPTION (several available)
User Flag Field	A user-defined Yes/No field.	REGISTRATION.USERFLAG1
User Number Field	A user-defined numeric field.	REGISTRATION.USERNUMBER1
User Text Fields (Guest)	User-defined free-text fields.	REG_NAME.USERTEXT1 (several available)

Privileges to access features or to personalize configurable ones can vary by user, as well as by role, and are determined by your organization. If you have questions about your privilege settings, contact your administrator.

Steps

How to use Registration records

To view a Registration record

To create a new Registration

To add additional Fees to a Registration

To view, edit or delete Fees on a Registration

To add Guests to a Registration

To view, edit or delete Guests on a Registration

To edit an entire Registration record

To edit a field within a Registration record

To review any Actions, Gifts, Payments, Premiums or Registration Fees associated with a Registration

To configure a Registration

To delete a Registration

To view a Registration record:

1. From the Prospect Summary or Event record's Go To menu, click Registrations.

Alternatively, from any prospect page you can click on the button next to the prospect's name

and click Registrations on the Quick Menu pop-up.

The Registrations full-page data table displays ; use View and Filter More options as desired to narrow results.

If no registrations exist for the prospect or event, a warning message indicating that displays

2. Click the row of any existing registration to view the details of that registration.

The Registration detail screen displays .

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To create a new Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. Click the Create New link toward the top-right of the page.

The Create New pop-up box displays .

Alternatively, from the Prospect Summary page, select Create Registration in the Quick Actions menu

, or from any prospect page click the button next to the prospect's name

, and click Create Registration on the Quick Menu pop-up.

3. Within the Create New pop-up box , in the Event drop-down menu, select an event.

4. Click Continue to proceed, or Cancel to discontinue the process.

If continuing, the Registration create screen displays .

5. Enter information into the Registration screen as needed, including any Fees:

Use Fee Group: From the drop-down menu, select a Fee Group .
Manually Enter Fees: Click the Add Fee link, and enter information into the Registration Fee pop-up window, clicking OK to save the fee details or Cancel to discontinue the process. Repeat the process as many times as needed .

Guests cannot be added to a Registration until after it is saved.

6. At the top or bottom of the page, click the Save button to save the registration or the Cancel link to discontinue the process.

The Registration is displayed once it is saved .

Notice that the primary registrant is automatically added as a Guest to the saved Registration record. Optionally, edit their Guest Registree record to make adjustments to their preferences as needed.

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To add additional Fees to a Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, select the row of the appropriate registration record.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. Jump To or scroll to the Fees portion of the screen, and click the Add Fee link .

The Registration Fee pop-up window displays .

4. Enter information into the Registration Fee pop-up window, and click OK to save or Cancel to discontinue the process.

The fee is added to the Fees table on the record and the blue balance bar is updated once saved .

5. Repeat the process as many times as needed until all fees are entered.

(Click any image to enlarge, and arrow through slides)

To view, edit or delete Fees on a Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, select the row of the registration record of interest.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. Jump To or scroll to the Fees portion of the screen, and for the appropriate fee, in the Options column click the Tools drop-down menu .

Tools options display .

If you don't see the fee you are looking for, add a new Fee record.

4. Select the desired Tool:

View: Displays the Registration Fee pop-up window with fee details in view-only mode; click the Close link to close the window .
Edit: Displays the Registration Fee pop-up window with fee details in edit-mode; make changes to the fee as needed, and click the Save button to save changes or the Cancel link to discontinue .
Delete: Displays the Delete Record pop-up window; click the Yes button to delete the record or the No link to discontinue the process .

Fees that already have Payments associated with them cannot be edited or deleted

5. Repeat the process as many times as needed, until all fees are adjusted as desired.

(Click image to enlarge)

To add Guests to a Registration:

Guests cannot be added to a Registration until it is saved.

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, click the row of the registration record of interest.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. Jump To or scroll to the Guests portion of the screen, and click the Add Guest link .

The New Registration Name pop-up window displays .

4. Enter information into the New Registration Name pop-up window, and click the Save button to save or Cancel to discontinue the process.

Use the ID Number field to search for a prospect record for the guest. If none exists, you can enter the guest's First Name and Last Name without associating them with a prospect record.

The guest is added as a new Registree once saved, displaying their Type, Group and Position accordingly in the Guests table .

5. Repeat the process until all guests are entered.

(Click any image to enlarge, and arrow through slides)

To view, edit or delete Guests on a Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, click the row of the registration record of interest.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. Jump To or scroll to the Guests portion of the screen, and for the guest of interest, in the Options column click the Tools drop-down menu .

Tools options display.

If you don't see the record you are looking for, add a new Guest record.

4. Select the desired Tool:

View: Displays the Registration Name pop-up window with guest details in view-only mode; click the Close link to close the window .
Edit: Displays the Registration Name pop-up window with guest details in edit-mode; make changes to the guest as needed, and click the Save button to save changes or the Cancel link to discontinue the process .

Use the ID Number field to search for a prospect record for the guest. If none exists, enter the guest's First Name and Last Name without associating them with a prospect record.

Delete: Displays the Delete Record pop-up window; click the Yes button to delete the record or the No link to discontinue .

5. Repeat the process until all guests are adjusted as desired.

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To edit an entire Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, click the row of the registration record of interest.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. Toward the top-right of the screen, click the Edit All link .

You can now edit record .

You cannot edit Guests in Edit All mode; make adjustments to guests according to the relevant instructions.

4. Edit the record as desired, and click the Save button to save changes or the Cancel link to discontinue the process.

If saved, the record is updated accordingly.

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To edit a field within a Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, click the row of the registration record of interest.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. Click on the field you want to edit .

You can now edit the field .

To determine if you can edit a field, hover the pointer over it; if an Edit icon

appears at the end of the field, you can click within the field to make changes. If not, the field may not be editable, or may only be editable in Edit All mode.

4. Edit the field as desired, and click the Save button to save changes or the Cancel link to discontinue.

The contents of the edited field will be updated accordingly once saved.

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To review any Actions, Gifts, Payments, Premiums or Registration Fees associated with a Registration:

1. From the Prospect Summary or Event record's Go To menu, click Registrations .

The Registrations full-page data table displays ; use View and Filter More options to narrow results.

2. From the Registrations full-page data table, click the row of the registration record of interest.

The Registration displays .

If you don't see the record you are looking for, create a new Registration record.

3. In the Go To menu , a preview count of any existing Actions, Gifts, Payments, Premiums and/or Registration Fees is displayed; click any Go To menu option for more details:

Actions: Displays any Actions associated with the Registration; click the row of the appropriate Action for more details about the record .
Gifts: Displays any Gifts associated with the Registration; click the row of the appropriate Gift for more details about the record .

Payments: Displays any Payments associated with the Registration; click the row of the appropriate Payment for more details about the record, or in the Options column, click the Premiums link to view any Premiums associated with the Payment .
Premiums: Displays any Premiums associated with the Registration; click the row of the appropriate Premium for more details about the record .
Registration Fees: Displays any Registration Fees associated with the Registration ; in the Options column click the Payments link to display any Payments associated with the Registration Fee , and click the Payment row to see details.

Add additional Registration Fees as needed

4. Continue to review Go To records as needed.

From the Registrations full-page data table, in the Options column, the Tools drop-down menu offers a shortcut to accessing any Payment, Premium or Registration Fee records associated with the Registration

. Preview counts are only visible in the Go To menu on the Registration record itself.

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To configure a Registration:

1. Toward the top-right corner of a Registration detail record, click Tools.

A drop-down menu displays.

2. Select Configuration.

The VAE Configuration screen for Registrations (from Administration options) displays .

3. Configure the registration record as explained in the VAE Configuration help.

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To delete a Registration:

You cannot delete a Registration if any Registration Names (Guests) and/or unpaid Fees are associated with the record; you must first delete any Guests and/or delete any Fees.

You cannot delete a Registration if any Payments are associated with it.

1. Toward the top-right corner of a Registration detail record, click Tools.

A drop-down menu displays.

2. Select Delete.

A Delete Record pop-up screen displays .

3. Click Yes to continue with the deletion and return to the Registrations data table or No to cancel the deletion.

If any associated records mentioned above exist, a warning message displays

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Registrations

Snapshot

About Registrations

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