Setting Up Events

Setting up Events with registrations

  1. Click on the Events tab.
  2. Click the Events icon. 
  3. Click Add Event
  4. Enter the Event Information

Event Title: the name of the event

Account: Financial account to which the fees should go

Type: Standard

Calendar: the Calendar on which the event should appear

Date Closed: This is the date the event will be over.

Enable Administrative/Cost Recovery Fee: A fee added to the registration fee.

Enable Deposits: Allows members to make multiple payments for the event. 

Entry Based Registrations: Check if registrants may submit more than one entry (Example: several entries in a Horse Show)

Final Approval By Members Unit: used for County created events when the member’s County should approve the registration rather than the host County.

Manager Only Registration: Only managers may register participants. Registration is not open to families, but members may view events for which they have been registered.

Not Visible to Members:  Only managers may register participants. Registration is not open to families and members may not view events for which they have been registered. 

Normal Hierarchy Restriction: Only members in the county, district or state that created the event may register.

Restrict by County Selection: Opens the event to members in other selected counties.

Unrestricted: All members in the state may register for the event regardless of their County

(applies to County or District created events) 

Restrict Event by Project: Only members enrolled in selected projects may register.

Restrict Event by School Grade: Only members in the selected grades may register.

Levels Certifying Registrations: Requires the state manager and/or county manager to review and confirm registrations before they become active. If the option is not checked, registrations are active upon submission. 

Age Validation: Only allows members of certain ages to register.

Beginning Birthdate: Birthdate for oldest possible participant 

Ending Birthdate: Birthdate for youngest possible participant.

Validate Gender Max: turns on Gender Validation

Female/Male Max: Allows a maximum number of males and/or females to register (helpful for camp registrations if dormitory space is limited). A setting of “0” means unlimited.

Animal Based Entries: registrants will select animals entered in 4HOnline for this event.

List Animals by Family: Check this option to allow members to choose any animal listed in their family.

Animal Type: Select the animal type used for this event.

Select Date & Time for Event: Enter the Start and End Dates and times for the event. Setup & Cleanup are optional.

Repeat Option: Check for events that are repeated (monthly, weekly, etc); only applies to calendar items.

Event Invoice Instructions: Enter instructions for where registrants should send payment or check “Use County Invoice Instructions” to use instructions set up in the County Options. If both options are blank, the invoice instructions will default to the address in the State Admin Options.

Comments: Enter any specific event instructions, directions, etc.

Contact information: Enter the information for the person registrants should contact if they have questions about the event.

  1. Click Save. This adds the event to the Calendar.
  2. Scroll to the bottom of the page again and click Add Registration to creating building the registration portion of the event.
  3. Locations are optional. In order to set up a location, click the Locations icon. The locations added from the Locations icon will appear in the list of locations.         
  4. If there is another State or County event that has a registration form similar to the form needed for the event, select and apply a template from another event. 
  5. Click Apply Template if appropriate.
  6. If a similar template is not available, continue to the Registration Types button.
  7. Click Add Registration Type to add registration types and registration deadlines. Members must be Active to register for events. 
  8. Enter the title of your registrant, such as Camp Participant.
  9. You may add a description if you wish.
  10. Role Type is used to describe the role for the title you created.  I selected Youth in this example.
  11. Maximum Number of Registrations applies to how many total registrations are accepted for that registration type in the event.  Note: Cancelled registrations count toward the maximum number.
  12. Check Use Age Divisions to turn off some registration questions for certain age divisions. 
  13. Enter the Registration Start Date and End Date. Registration closes at 11:59 p.m. CT (time applies to all states regardless of local time zone) on the end date.
  14. Enable Early or Late Registration only if a different Registration Fee applies to Early or Late registration. If using Early and Late registration be sure the dates do not overlap.
  15. Click Save.
  16. If you have more than one type of Registrant Types, repeat Steps 11-19 for each additional one.     
  17. Click on Custom Fields and Add Custom Field. You would only add questions not already asked in 4HOnline. 
  18. The very first Item Title you enter is a Group name.  In my example, I am naming it Apparel.  
  19. I will have a fee associated with the T-shirt and hat, so I will select Fee in the Fee drop down.  This fee is in addition to any registration or entry fees already set.  All other fields can be left as they are.
  20. Determine if your questions will be visible or required fields.  Members must enter the required information in order to submit a registration. Items marked as visible are optional.
  21. Click Save & Add a New Item.
  22. Determine how you want to collect your information.  Will it be radial buttons, checkboxes, etc.   If you select a type and then change your mind after you have saved it, you will need to delete the entry and start again.  My example will be a T-shirt, I will have a fee and use a drop down.

Definition of Field Types:

Checkbox: allows registrants to choose multiple options. NOTE: If a checkbox is required, the system requires the registrant to check all available checkboxes.

Date: date format

Decimal: requires a decimal point

Drop Down List: allows registrants to choose one option from a list Email: email address

File Upload: allows registrants to upload a picture (.jpg) or document (.pdf)

Group: a bolded heading on the registration form

Multi-Line Text: text box with unlimited space

Number: numbers

Phone: phone number

Radio Button: allows registrants to choose one of many options Single-Line Text: text box with only one line.

Social Security Number: DO NOT USE

Title Bar: use to enter instructions

Zip: zip code

  1. You must click Save & Add a New Item to add your options.
  2.  Enter your options under the Option Title in the middle of the page.  In my example I will write the T-shirt sizes and Fee Amount to be charged.  Each size is a different option, press Add option to enter all the sizes.
  3. Select which registration types can see the options on this page and indicate if they are required or only visible.  Members must enter the “Required” information in order to submit a registration. Items marked as “Visible” are optional.
  4. Click Save.
  5. Continue steps 28-30 until all questions and options have been created.
  6. Click Edit to change an existing field. Fields in bold are headings (groups) on the registration form.
  7. To change the order in which the fields appear on the form, change the priority number and click the green arrows for that group. To change the order in which groups appear, click the red arrow next to the group title.
  8.  The Additional Items section is only used for Entry-Based registrations.  Click on Additional Items if you have entry-based registrations that should only be asked one time, add Custom Fields to “Additional Items.”  
  9. Click Upload Docs to upload any documents a registrant should download before or after completing the registration process. 
  10. Select Preview at any point to preview the registration form.
  11. Select Worksheet to view a printable registration form.
  12. Select the Event link and set the Status to “Active”.
  13. Press Save.

 

 

  • Upon setting up an Event Registration, it is best to test in the Training County to be sure everything appears as needed.
  • All Custom Fields on an Event Registration form are available for Custom Event Reports. Applying a template from another event copies over the Event Custom Reports for that event.
  • All Enrollment fields may be included on Event reports. It is not necessary to add enrollment information (i.e., name, address, phone) to the Event Registration Form.
  • When applying a template from a different event, be sure to edit the Registration Types to change the Registration Dates.
  • Event Registrations do not count on the ES237.
  • At least one registration form field must be set up on the registration form in order to register members for the event.
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Details

Article ID: 33059
Created
Mon 7/10/17 12:46 PM
Modified
Thu 8/10/17 10:58 AM

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pdf

4HOnline Events.pdf

7/10/2017 12:47:50 PM