This article will walk you through the event sign up process and give you an overview of how to make changes to your public form. When you use the Event Management module in Argenta, it comes with a public registration and ticket sales form.
This form allows visitors to easily select and make a payment for event
tickets.
You can design your form with a banner image and a rich content section on the Public Form Design tab. This tab controls what is seen by your guests. Here are the areas you can edit or change on the public form:
You can add or remove the Banner Image for your event in the "Banner Image" section. You may want to display a banner image on your public event form(s). To display a large, responsive, banner image - upload it here. The image should be at least 1000px wide and no more than 300px in height. You must click the "Save Selected Banner Image" button to complete the image upload.
Next, is the Event Description area. This area is displayed on the public Event Calendar and on the Public Form under the banner image before the ticket sales area. This is a free form text box area where you can type in the description or details of your event. You have text editor tools available to transform your text by clicking the "Edit Description" button. You also have the option to HTML code the description or view the HTML code. To see HTML code simply click the "</> HTML" button below the event description box to change the view to HTML.
Once you are satisfied with these areas click the "Save All Changes & Exit" button to save your changes and move on.
Client Public Form View
The public form is crafted for each organization, but it will look similar to this:
Let's go over each area of the form and where that information is contained and/or brought over into your iteration of Argenta.
The Logo, Banner, and Links are crafted for each subscriber of Argenta. Your forms color and content will be uniquely yours. To make changes to this please contact your account manager. This is the Logo and banner section of Cornerstone's:
The next information you will see are the details about the Event:
1. The first information displayed on your public form is the Name and Dates of the Event. To make changes to this information you will need to do so in the Event Workspace on the Event Details tab. The information being displayed is controlled by these fields:
- Event Title
- Event Start Date
- Event Start Time
- Event End Date
- Event End Time
2. The next information displayed on the public form is the Event Location. To make changes to this information you will need to do so in the Event Workspace on the Contact & Location tab. The information being displayed is controlled by these fields:
- Constituent Venue/Location ID - Choosing a Constituent Venue/Location allows you
to lookup the related information from a corresponding Constituent
record. Using the look-up will auto-fill the Event Location fields, but they can still be changed if necessary. When choosing a constituent venue here the following fields are pre-filled. However, you can change the deals if need by by simply clicking into the field and changing the date.
- Event Location Name or Description
- Event Address
- City
- State
- Postal Code
3. The third piece of information displayed on the public form is the Contacts Name. To make changes to this information you will need to do so in the Event Workspace on the Contact & Location tab. The information being displayed is controlled by this field:
- Event Coordinator/Contact
- Contact Person's Name
- Contact's Email
- Contact's Phone
- Extension
4. The forth bit of information displayed on the public form is the event description as discussed above.
Next, you will see the Banner Image as described in full at the beginning of this article. To make changes to this section click the Public Design Form tab.
The next section displayed is Event Tickets:
Event tickets will show all the available ticket types for this event. When your guest selects a ticket type the "Total Price" will automatically update on the right. Your guest should select an appropriate ticket type from the list then proceed to the contact Information section. You can offer free tickets where payment processing is skipped and a guest list entry is created. Whether a user chooses a free option or not they will be added to the Event Guest List. When a Ticket Sale is made you will find it on the Ticket Sales tab.
To make changes to Event Tickets you will need to do so in the Event Workspace on the Ticket Settings tab. The information being displayed is controlled by the following fields:
- Check To Lock QTY & Limit Limit Choice To 1 Ticket Per Registration - Place a checkmark in this box if you with to lock the quantity of this ticket to 1 registration only.
- Check To Limit The Amount of Tickets Available for This Ticket Type - Place a checkmark in this box if you want to limit the number of tickets that are available for this ticket type. As an example you may only want to sell 25 tables if this was a ticket type.
- Display Order on Form - This is the order in which the tickets are displayed on the the Public Form.
- Total Individuals Per Ticket - If you have tickets that allow for multiple individuals on one ticket, enter the total number of individuals who will be admitted with this ticket. For example, if this is a couple's ticket you would enter 2 in this field. This will allow 2 individuals on one ticket, at the Ticket Price you have set. This is a required field.
- Max. Tickets Available - If you have a limited number of this ticket type available, enter the 'Max Number' of tickets you have available here. Once this number of tickets has been sold, this ticket type will no longer be available to purchase on your public ticket sales form. This is a required field.
- Start Sales Date - Whether you sell tickets or just provide a registration form, you must set a start and end sales date here. If you choose not to sell tickets, then this becomes a virtual ticket that all users are assigned to. The dates you set on this virtual ticket will determine the dates this event is open for registration. If you do sell tickets, these dates determine when each ticket type is available to be purchased on your ticket sales form. If the current date is outside of this date range the ticket type will not show up as a selection on your public ticket sales form. If all ticket types are out of date, the entire public form will close completely. This is a required field.
- End Sales Date - Ticket Sales or Form Registration will be open through this date. Tickets/Registrations will be closed at 11:59PM on this date. This is a required field.
- Ticket Type - Whether you sell tickets or just want to provide a registration form for guests, you must have at least one ticket type set here. If you choose not to sell tickets, there will be one ticket type, A Virtual Ticket.
This is the ticket all guests are assigned to, so whatever information
you set for the Virtual Ticket will apply. For example, the start and
end dates you set on this virtual ticket will determine the dates this
event is open for registration. If you do choose to sell tickets,
you'll use ticket types to offer different ticket options to your
guests. You can choose to offer only the default *Single General
Admission ticket or you can add multiple ticket types at various prices. You
can even choose to offer a specific ticket for a limited time by adding a
sales date range. Ticket types have sales date ranges. Events are closed to the public when ticket sale dates have passed, the maximum number of guests has been hit or when the status of the event is set to Registration Closed. This is a required field.
- Ticket Price - This is the price of your ticket. This is a required field.
- Ticket Description - The description field is for internal information only. The description is not displayed on your public ticket sales form.
The final section of this page is the Purchaser's Information:
Purchaser's information is the information for the person ordering or purchasing the ticket(s). If the person purchasing the ticket is also attending, make sure they indicate that by checking "I am one of the guests included in this ticket". If they will also be adding additional guests (Controlled when they enter a Quantity), this is done on the second page of the sign up process. (Once they click "Next Step" they will be able to add the additional guest names.) The fields that your guest (ticket purchaser) should be filling out in the Contact Information section are:
- First Name - This is a required field.
- Last Name - This is a required field.
- My Email Address Has Changed - When a user places a checkmark here, the updated information is logged in Activity Logs under the Public Forms Log tab.
- Email Address - This is a required field.
- My Address Has Changed - When a user places a checkmark here, the updated information is logged in Activity Logs under the Public Forms Log tab.
- Address - This is a required field.
- City - This is a required field.
- State - This is a required field.
- Postal Code - This is a required field.
- My Phone Number(s) Have Changed - When a user places a checkmark here, the updated information is logged in Activity Logs under the Public Forms Log tab. At least one entry is required.
- Cell Phone - At least one number is required.
- Home Phone - At least one number is required.
- Work Phone - At least one number is required.
- Comments for the Organizer - If your purchaser has any comments they can enter them here.
Note: If the purchaser has already purchased a ticket(s) and has come back to purchase more or sign up more guests, they need to enter the same purchaser information here, and the system will find them and associate further tickets to them instead of duplicating the purchase.
*Remember the purchaser will become a Constituent in Argenta so these fields create their constituent profile.
Once these fields have been filled in they will select the, "Next Step" button. This will take them to the Enter Guest Information screen:
The amount of guest fields shown here is determined by the ticket type and how may individuals are allowed per ticket. In the screen shared above, a couple's ticket was purchased which allows for 2 people, thus it shows the ticket purchaser as one and has 1 guest fields available. Important things to remember about the guest information screen are:
- The purchaser can provide the names and email address for the additional guests, 1 per line per guest, here. These guests will not be created as constituents in Argenta!
- The purchaser can skip this step or leave some of the fields blank if you aren't sure who will attend. Additional, you can enter Guest 1, Guest 2, Guest of "Name", or any combination if you want.
- The purchaser should not add their self if they have already listed their name as the Primary Guest!
- If the purchaser's name is included in this list, but they are only purchasing additional
tickets, return to the previous screen and remove yourself from the
ticket by unchecking "I am one of the guests included in this ticket".
- If the ticket has a meal choice it will be listed here. They should select the appropriate meal choice form themselves and their guest(s).
Once this screen has been filled out, they will click the "Next Step" button. This will open the last screen where they will enter the payment details:
Details about this screen:
- Users will enter their Credit Card Number, Expiration Date and CVC. The card will automatically be charged for the ticket price that was shown on the first page:
- If the user selected to pay with a check by mail instead of paying with a credit card then they will see a confirmation screen for their order:
Once the credit card details have been entered, the purchaser will select the "Submit Payment" button to submit payment and their registration for the Event.
Once the registration has been submitted you will see the purchased ticket listed in the Ticket Sales tab, and the purchaser listed in the Event Guest List tab. If they included additional guests these will be listed in the Additional Guests tab.