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
- Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
- Click the Add button. The Add Registrant Type window opens.
- Enter the necessary information:
- Description - Name for the registrant type.
- Resource - Resource assigned to the registrant type.
- Code - Unique alphanumeric code.
- 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.
- Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
- Select the registrant type to edit.
- Right-click and select Edit. The Edit Registrant Type window opens.
- Make the necessary changes.
- 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.
- Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
- Select the registrant type to make inactive.
- Right-click and select Edit. The Edit Registrant Type window opens.
- Check the Retired box.
- 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.
- Click the Registrant Types link from the Main Menu. The Registrant Types page opens.
- Right-click on the registrant type to delete.
- Select Mark for Delete.
- Click the Save button.
Add a Registrant Type to a Registration
- Click the Events link from the Main Menu. The Events page opens.
- Select the event for the registration setup.
- Right-click and select Tools -> Registration Setup. The Registration Setup window opens.
- Select the Pricing tab.
- Expand the Registrant Types section.
- Click the Add button on the right of the section. The Add Event Registrant Type window opens.
- 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.
- Expand the Pricing section.
- Enter the prices for the registrant type for each price list into the Early Price, Standard Price and/or Late Price fields.
- 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.
- Click the Add button. The Add Note window opens.
- 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.
- See Registrant Type Validation for more information about the Validate Registrants section.
- Click OK.
Comments
36 comments
It appears the resource field is not a required field. If the standard price on the price list is zero for the price list item, I assume we can just leave the resource blank for that registrant type?
0 upvotes
Hi Lori,
Resources are required for Registrant Types. A registrant type must always have a resource type tied to it, even if there is no charge.
It's an oversight that there isn't a red asterisk next to the field which we will resolve in a future service release. You should not be able to clear out the field and save it as it will switch back to the default when you attempt to clear it and save.
Thanks,
Maggie
0 upvotes
Hi there,
I'm trying to set up the order 3 registration types shows up in an online registration. It appears the order is being determined by the registration code, not the description. Is there a way to change this? I have tried a few options but it defaults back to the code order. thx
0 upvotes
Leslie,
The order is set in the Registrant Type Section of the form template. There are 3 pre-defined sort options, and then a custom sort option.
“Description” will sort alphabetically by the Item Description of the Registrant Type. Price-Ascending and Price-Descending are self-explanatory. :)
Sequence is the custom sort. For example, if I select it on the form template, then go back to my Registrant Types grid and show the column “Sequence," I can use numbers to set the order for public registration. 1 displays first, 2 displays second, and so on. (if that makes sense)
Hope that helps!
Thanks,
--Carrie
0 upvotes
Is there a way to set up a registrant type and NOT have it count against current sold or can you only do that by setting up a function and placing that registrant type there and specify 'item only'?
0 upvotes
Hi Pat,
Not sure about a Registrant Type, but have you tried setting up a 'Merchandise' item? These do not count towards capacities. I'm not sure if you can offer a Merchandise item only though.
0 upvotes
Even if ordering a merchandise item, you have some sort of registrant type, right?
No matter the registrant type, it counts against current sold.
I would have thought that marking the registrant type as "is guest" it wouldn't count it against current sold but it does.
0 upvotes
I've tried every combination I can think of and can't seem to find a way to place a registration order and not have it count against current sold. In v19, it was easy; just set the function item to item only. Done. With v20 and it requiring a registrant type, it falsely adds 1 no matter the circumstance.
Our need is this:
Someone is attending the conference as a guest of the speaker. That order is placed as a "guest" and does not count against the current sold in that is how the speaker is paid his/her honorarium, by the number of tickets sold.
We can't put the speaker's guest on the speakers order because we don't want the speaker to count on the current sold either.
0 upvotes
Hi Pat,
I'm fairly sure you can have a blank Registrant Type? Another option to get your count is to create your own 'Current Sold' column as a Custom Field. You could use a formula to only count the registrant types you are interested in.
0 upvotes
Registrant type appears to be a required field. I tried making it not required and I couldn't. I'm guessing if you have any registrant types defined, it is then required. If you have none defined, you don't need any and it defaults to ALLREGS.
Unfortunately, we have a bunch of outside applications that utilize the current sold field for calculations and would need to modify all of them.
We're punting for now in hopes that there are only 1 or 2 guests on an event and won't throw numbers off too bad.
0 upvotes
You will need two registrant types, one for "real" attendees and one for guest. You, can setup your registrant type with the limited number of attendees and guest with the limited or unlimited number of guest you allow. Be aware that the change we did some years ago in v20 registration was in order to assure a more straightforward workflow for public-facing users. Registrant types rules permit that the branching and requirements based on registrant types will drive public facing users better. You can use the current sold for that registrant type for your report. That information is stored in ER103.
0 upvotes
I tried that already. In your example,the "accompanying person" cannot be selected on an order of his/her own.
We have guests that will be observing the speaker for the event. Their order is a complimentary order at zero dollars. We place an order for them in the system so they get appropriate notifications and such but they are there as an observer, not an attendee. They should not be included in the current sold. No honorarium paid to the speaker for that person which is calculated by the number of people in the seats (current sold).
If we could specify the "item only" indicator at the registrant level or some way to say "don't include them in the count", all would be good.
0 upvotes
Each registrant type has a specific capacity. If you only want to track attendees, your report can point to that capacity field and ignore the other ones, as shown in the screenshot I sent you previously. If you use ALLREG, it will be even easier as the change will happen on all setups where you have the same business case you were describing.
0 upvotes
I was playing again today. I removed all registrant types and moved all registration options to functions where I can control if it is an event item, function item, or item only.
I placed a registration. It still forces me to enter a registrant type with the only option being "all regs". I selected that and then selected a function and resource that I defined as an "item only".
Unfortunately, it still counted against the current sold in all of our views.
What is the definition of "Current Sold" in v20? Is it just a counter of registration orders?
0 upvotes
How can we allow the registrant type to remain empty, thus not counting against the current sold?
0 upvotes
Hi Pat! I’d like to set up a call with you so we can go over your set up and configuration. I think you might be using a view where current sold goes across registrant types. I think this might be better explained over the phone than in this forum. As far as your question about the definition of current sold, that depends on your specific configuration but usually is to count attendees independent of registrant type.
0 upvotes
Can we use Registrant Types to limit what each Registrant can see/register for? We have 50 attendees and we know what they need to register for but we don't want them choose what they are not invited to.
0 upvotes
Hi Michael,
The easiest way to do this is to restrict your functions so that they are only available to certain registrant types. In Registration Setup, go to the Edit Registration Function window and click the button at the top called Add Registrant Type Dependent Pricing. From here, you can select which registrant types are allowed to see/order the function in public registration (you can also set different prices or capacities per registrant type here). When a function has been configured this way, only the selected registrant types will see it in public registration.
Hope this helps!
0 upvotes
I am trying to rearrange the order of my Registrant types, I have added a sequence number as suggested near the top of this thread but when I add them to my event the sequence column is still showing up blank.
0 upvotes
Hi Kathryn,
There is a Sequence field on the Add Event Registrant Type window (opened from within registration setup). Is this where you are entering the sequence numbers? Once the numbers are added to the event registrant types, you also need to edit the form template to sort registrant types by sequence number. This will only affect how the registrant types are ordered in public registration.
Hope this helps!
0 upvotes
Not sure if anyone can help here, but I accidentally deleted the Registrant type and all the functions on a registration order, but it still has the payment. I can't figure out how to add the registrant type back in. I cant add any functions because there is no registrant type. I thought about just deleting the whole order and doing a new one, but I cant delete the order because of the payment, and I cant create a new order because we do not allow duplicate registrations. I also thought maybe I could add the registrant type by using the "Change Registrant Type" button, but I cant get the order to appear under the registrants tab for some reason so I cant even try that button. Any suggestions?
0 upvotes
Hi Sara, You can add another order in backoffice, you will receive a warning about duplicate order but you can continue with the process, and move the payment to the new order, then you can delete the old order.
0 upvotes
Hi,
We have currently different registrant types like academia, industry, Ph.D., etc with different pricing. However we also have invited speakers who do not pay, but while considering for maximum capacity, we still need to consider them as the capacity includes them on the whole.
So my question is, is there a way to hide waitlist feature for certain registrant types?
thanks in advance for any suggestions.
Shilpa
0 upvotes
Hi Shilpa, I think there is a way to handle it if you use Registrant Type Capacity, but you need to be aware that the capacity for that registrant type will not impact the capacity for the whole event although you will be able to count them for reporting purposes. There is a new feature called "Maximum Capacity Type" within the Registrant Type configuration for the event. By default, this will always be active to count against the event capacity (Event/Item), but you can change it to count only toward the registrant type (Item Only). For reporting/event capacity purposes, you can create a field within the event list that can count the specific registrant type against the whole capacity.
0 upvotes
Hi Danilo,
Thanks for getting back to us.
Could you please let me know on which version can I find the new feature called "Maximum Capacity Type"?
Thanks in advance!
0 upvotes
I found the "maximum capacity type" on registration functions, but we do not use any registration functions.
0 upvotes
Hi Shilpa, there is a new field that maybe you need to make available in the registrant type window, maybe your theme has not that field displayed there.
0 upvotes
Thanks so much Danilo!It worked.
For reporting/event capacity purposes, you can create a field within the event list that can count the specific registrant type against the whole capacity.
Where should I configure this?
many thanks,
Shilpa
0 upvotes
in the V30.96 form templates, i am not able to change the location of the participant type. is this correct? in v20 i was able to add this information to the payment page which was a more logical location.
0 upvotes
Hi Maryann,
Are you referring to the Registrant Type? The reg type section has always appeared in between the account group and the function group in v20 registration. Nothing has changed with that in v30. You can place Merchandise and Add-On items to the payment page, if desired.
Thanks,
Mike
0 upvotes
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