Registrant Types

You use registrant types to designate different groups of registrants. For example: Adult, Child, Member, Non-Member, Silver, Gold, Platinum.

Registrant types allow you to create tiers of registrants and pricing during the registration process. You can have unique pricing and custom fields for different registrant types, which you can make dependent on the type of registrant chosen. Registrant types can also have their own capacities.

For example, you may charge a Member registrant type $35 for attending a banquet dinner and a Non-Member registrant type $50. You may offer the Member the option to attend a golf outing but Non-Members do not have the option to attend the golf outing. 

You may not need registrant types for all registrations. You can gather "Yes, I'm attending" or "No, I'm not attending" responses without registrant types. If you do not select a registrant type when configuring registration for an event, the software automatically assigns a default registrant type (AllReg). If you do select registrant types, it overrides any previously configured prices.

Manage Registrant Types

You can manage registrant types from the Main Menu. Registrant types require a resource which is used as the link that provides the pricing of the item from the price list. 

Add a Registrant Type

  1. Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
  2. Click the Add button. The Add Registrant Type window opens.
  3. Enter the necessary information:
    • Description - Name for the registrant type.
    • Resource - Resource assigned to the registrant type. 
    • Code - Unique alphanumeric code.
  4. Click OK.

Change a Registrant Type

You can change the description and/or resource for the registrant type after you have created it. When you change the registrant type description, it updates the registrant type description wherever the registrant type is used. Changing the registrant type description does not change the item description for the registrant type on an event. Similarly, changing the resource for a registrant type does not change the resource of any event-level registrant types on existing events.

  1. Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
  2. Select the registrant type to edit.
  3. Right-click and select Edit. The Edit Registrant Type window opens.
  4. Make the necessary changes.
  5. Click OK.

Inactivate a Registrant Type

If you no longer use a registrant type but want to keep record of it for reporting or other purposes, you can make it inactive. When you make a registrant type inactive, it is no longer available for selection in Registrant Type drop-downs.

  1. Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
  2. Select the registrant type to make inactive.
  3. Right-click and select Edit. The Edit Registrant Type window opens.
  4. Check the Retired box.
  5. Click OK.

Delete a Registrant Type

If you no longer use a registrant type and don't want to keep a record of it, you can delete it. You can only delete registrant types that are not used on events. You cannot undo the delete process.

  1. Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
  2. Right-click on the registrant type to delete.
  3. Select Mark for Delete.
  4. Click the Save button.

Add a Registrant Type to a Registration

  1. Click the Events link from the Main Menu. The Events page opens.
  2. Select the event for the registration setup.
  3. Right-click and select Tools -> Registration Setup. The Registration Setup window opens.
  4. Select the Pricing tab.
  5. Expand the Registrant Types section.
  6. Click the Add button on the right of the section. The Add Event Registrant Type window opens.
  7. Enter the necessary information:
    • Type - Registrant type for the event.
    • Item Description - Defaults to the Registrant Type Description: Resource Description. You can override the default description.
    • Capacity - Determines if there is a limit how many people can register using this registrant type. 
      • Unlimited – No capacity on registration.
      • Limited - There is a capacity set on the registrant type. Enter the numerical value for the limit into the field that appears next to the drop-down.
    • Waitlist Capacity - Determines if there is a waitlist available for this registrant type.
      • No Waitlist - There is no waitlist available. 
      • Unlimited - There is no limit to the number of registrants on the waitlist for this registrant type. 
      • Limited - There is a waitlist limit for this registrant type. Enter a numerical value for the waitlist limit into the field that appears next to the drop-down. 
    • Maximum Capacity Type - Determines if the registrant type capacity counts against the event and the item or the item only. You may want to have the registrant type count against the item only and not the event if, for example, you have staff who need to register and select a dinner so you need a dinner count but you do not want your staff registration to count against the overall event capacity as your staff was already accounted for when renting the venue.
    • Dependent Custom Fields - Click the Select link to select the custom fields available for the registrant type. 
    • Maximum Registrants per Order - Number of registrants with the registrant type that an online user can add to a 
    • Badge Template - Badge template for the registrant type.
    • Resource - Resource assigned to the registrant type. Defaults to the resource configured for the registrant type.
  8. Expand the Pricing section.
  9. Enter the prices for the registrant type for each price list into the Early Price, Standard Price and/or Late Price fields.
  10. Expand the Notes section. You can use notes to display additional information for a registrant type, such as a description or what the price includes, for your registrants to see during online registration. 
  11. Click the Add button. The Add Note window opens.
  12. Enter the necessary information:
    • Class - Class for the note. 
    • Title - Title for the note. Defaults to the title for the note class. The text in this field displays as the title on the pop-up screen when the online user selects to view the note.  
    • Text - Text to display in online registration for the registrant type. Click the Advanced Mode button for additional formatting options.
    • Sensitivity - Select Public. You can only view public notes in online registration.
    • Language -If you are not using multiple languages for the online registration, leave the value as Default Language. If you are using multiple languages for the online registration, select the language for the note. The note only displays if the language of the online registrant matches the language selected for the note.
    • Important - Not applicable for displaying notes online.
    • Lock - If checked, only the user who entered the note can edit the note.
  13. See Registrant Type Validation for more information about the Validate Registrants section.
  14. Click OK.

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Comments

36 comments

Date Votes
  • Maryann Heck

    hi Mike,

    Below is our v20 form template set-up and the "please select your registration type" was in the same page as the payment information. How can i re-create this in v30 form templates?

    0 upvotes

  • Mike Schepker

    Hi Maryann,

    I see what you are doing now. This is still possible. You'll want click Edit Component and add the Has Page Break field to your layout if it's not already there and then uncheck it. This will take away the page break between pages. You'll want to uncheck the one in the Payment component on the payment page to remove the page break that appears before it. I just did a quick test to verify.

    Hope that helps!

    Thanks,

    Mike

    0 upvotes

  • Maryann Heck

    thanks Mike. I received an error when i tried to do this on the payment page so i will submit a ticket.

    0 upvotes

  • Hannes Hell

    Dear All,

    I have an event that lasts 3 weeks, with different registrant types for each week. Unfortuntaley, as participants choose their registration type by radio button, they cannot register in different categories for each week (e.g. "participant" in week 1 and "student" or "keynote speaker" in week 2 and "guest" in week 3). Is it possible to change the radio button to a checkbox, thus allowing multiple choices when it comes to registrant types?

    Thanks

    hannes

    0 upvotes

  • Mike Schepker

    Hi Hannes,

    A registrant can only be tied to one registrant type per order, which is why registrant types cannot be check boxes. It sounds like what you need is to set up the different weeks as functions instead of registrant types. That way, the registrant can choose as many functions to attend as they want. Functions can be displayed as checkboxes in public registration. 

    Hope this helps!

    Thanks,

    Mike

    0 upvotes

  • Hannes Hell

    Thanks, Mike. As I have already plenty of functions, that's what I wanted to avoid. Will have to go for it this way then.

    Thanks

    hannes

    0 upvotes

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