Create Registration Form with DTRegister
If we have DTRegister installed on your site, here are the instructions:
This system is very powerful and has a lot of options, so it will take a bit of time to learn. It will be well worth the time when you have accurate and extensive reports to work from. Here is the documentation: http://www.dthdevelopment.com/images/stories/techdocs/DTRegister_27x_Manual.pdf
Especially read the Field Management sections. If you'd like, view the Video Tutorials, they're very helpful. Because this documentation is so thorough I've included only some very specific recommendations and notes about our system the way we have it set up. It's probably best to have a guide "looking over your shoulder" the first time you set up an event. Check with MidAmerica Region administrators to see who already has experience with this system. You can also COPY other events in toto. And it never hurts to create a TEST form for yourself first, just to get the hang of this process.
Log into the Administrator side.
Go to COMPONENTS > DT REGISTER
Be aware of things like whether you will want to allow people to register as individuals or groups. Think about how you would like to structure pricing. Also prepare the text for the article you will be attaching the form to -- in Word or another text editing program. Do NOT create the website Article yet! Then, once you have gathered all the information for your event, proceed in this order (you will see why later) to:
1. View CATEGORIES in the top menu bar (right under the DT Register logo)to see if a new category is needed. If so, add it.
2. LOCATION: Add location. Be sure to add a photo or logo, since it will appear in the Location information
3. FIELDS: Check the fields list. If you need a field that isn't in this list of standard fields, add it here. Later you will be able to select the specific fields that go into your registration form. Here is where you fine-tune the data you want to gather.
Go through each field - hover over the BLUE CIRCLES on the right of each field to find out what that field is for. If you want to see how it should look, click on one of the existing fields, like "Title," to see how a dropdown menu works, for example.
I have found it is helpful to include pricing with the description text for each option. For example, tent $50|cabin $75|offsite $0 displays when the registrant is making their choices. The pricing you need to enter in the FEES field (which would look like 50|75|0) will not show up where the registrant can see it. These numbers are for the pricing calculations. Make sure they match and are accurate!!
4. ADD EVENT. Go to EVENTS > +NEW
This will give you another menu bar, this time in green. We'll refer to the "top menu bar" or the "green menu bar / tabs"
a. EVENT OWNER: This is very important as it will determine who can see reports from the front end. If your event organizer is not a Joomla User, you will want to add them first so they appear in the dropdown list.
b. EVENT CATEGORY: select one
c. LOCATION: now you can see why it was important to add the Category and Location first! Choose one.
d. TIME: be sure to select the timezone first. If you select the start time, then select the timezone, then select the end time, it will get confused and lock up. You will have to cancel and start the event over
e. the rest are fairly self-explanatory. One caution: if you happen to inadvertently select a prerequisite category or event, you must use CTRL+CLICK to clear it. Make sure these lists are clear from selections unless you do plan to have a prerequisite event. Otherwise, no one will be able to register.
f. EVENT DETAILS ARTICLE: choose one that's unlikely to be accessed; you will be changing this later!
g. SAVE when you are done with this section. Watch for any little orange circles with an "x" in them indicating an error or required information.
DISCOUNTS and FEES tab
a. Early and late fee options are available
b. INDIVIDUAL REGISTRATION RATE: Use this ONLY if there is a single fee for the event, say, $180 no matter who or what. If there are multiple options (adult, youth, volunteer, etc) instead create FEE FIELDS (find this back in the top menu bar FIELDS). A registrant's selections will automatically total up before they check out. You can have a single registration fee here and add optional choices as FEE FIELDS. For example, $50 registration fee for all but extra $15 if they want to purchase a t-shirt.
IMPORTANT! Check the CONFIGURATION > MESSAGES option in the top menu bar to see whether the standard messages will work. If you need something custom, the EVENTS > MESSAGES tab has places to enter custom messages for this event only.
Same as the MESSAGES tab.
Go through this list carefully! Some fields will by default be utilized for your event (Name, address, etc). But don't let any newly created fields be left as "default" in the "USED FOR THIS EVENT" column. Switch any "default" to "None" or "Individual" or "Group" or "Both." When you want to let groups register but only need the address for one of the people in the group, use the "GROUP REGISTRATIONS" column. For example, "Address," "City," "State," and "Zip" will be designated as "Billing Only" but FirstName and LastName, checked as "Members & Billing," will be available for both the Billing person in the group and the other members of the group to fill out. Ditto something like meal choices. Pay particular attention to any data you require from your registrants. Don't leave "Email" as not required if you want them to receive their confirmation email or if you need to contact them in this way.
USER PANEL tab we're not using so far.
5. CREATE ARTICLE. If you had done this first, the system will have sent a post to Facebook and Twitter about the event BEFORE you had the online registration ready. SAVE THIS FOR LAST! After the article is created, then go back to the EVENT and change the "Event Details Article" so the "register now" button will appear at the end of the article.
6. TEST THE FORM and make sure all the data you want is included, the fields you want are included in the confirmation e-mail and in the Registrar's alert e-mails, and that it all appears as you want it to.
YOU CAN ALSO:
1. E-mail registrants of any particular event at any time. Access this feature from the top menu bar.
2. Export registrant data records to a spreadsheet. It says CSV Export - that will open in Excel.
There is a lot to this program. Again, get a Guide -- and/or view the tutorials and read the documentation.
HOW TO GET REPORTS FROM THE FRONT END:
1. Log in - www.YOURSITE.com > EVENTS > EVENT REPORTS (LOG IN). This will take you directly to the report export page! :)
2. Note that you will ONLY be able to get the report for the events you are the owner of. If someone else has set these events up for you, make sure they have designated you as the event "owner."
3. Check the event for which you want data.
4. Click NEXT.
5. Choose registrant status (all four is a good idea if this is your first look at the report) and select fields.
6. Click CREATE EXPORT.
7. When the message "CSV Export Processing. Please click OK then wait..." appears, Click OK.
8. Open or download the CSV file. It will open in Excel. Rename and save it on your computer.
9. You'll see that those who have NOT PAID are listed as status "Pending." If check payments are going to the District office or to another person, be sure to figure out who will be logging those payments - it can only be done from the Administrator side.
10. BE SURE TO LOG OUT when done!
Here are some examples of how it might look: