Get Started Lesson 6: Event registration

1. Go to the Trumba Connect home page. Click Sign in to sign in to your Trumba account.
2. If you don't see a Current Publication list, under Other Calendars, click the name of your published calendar.

   

   If you see a Current Publication list, display some of the publication's events. (If you don't have any events or remember how to display them, see Add Events in Get Started Lesson 1.)

3. Click the description of one of your events to open the Event Information form.
4. Click the Event Registration tab to display the registration options.

   

5. On the Event Registration tab, notice the Response notification option. This option allows you to specify who receives notification when people register to attend the event.

   

6. To specify the email address(es) of the notification recipient(s), you must first set up a group in your Trumba Connect Address Book. In the top right corner of the window, click Address Book.

   

7. In the Address Book form, click New Group. Click the temporary name of the new group. Select the name and then type a new name. For example, you might type "Seminar Registrations"
8. At the top of the Address Book form, under Add Addresses, type at least one email address. Click Add to Group.

   Tip If possible, use one of your own email addresses so you'll receive a notification email message later in this process.

9. At the top of the Address Book form, click Edit Event to return to the Event Information form. Click the Event Registration tab.
10. On the tab, select the following options:
    • Open sign up for this event.
    • Allow attendee to bring guests.
    • For Registration limit, select 3, and then select Create wait list when fully booked.
    • For Response deadline, select "Start of event".
    • For Response notification, select the name of the response notification group you just created in the Address Book.

TipTo specify a date for the response deadline, click the specify end link next to the response deadline field. This allows you to set a date where people can no longer register for the event after midnight on that date.

11. Click OK to close the form.

1. If you haven't set up open registration for an event, do that now. Make sure the event you are adding is set to occur in the future, for example 1 week from today.
2. In the Trumba Connect editing environment, locate the Go to publication list in the upper right corner of the window. Select the publication that contains the event for which you set up open registration.
3. In the colored bar above the calendar, click the Published as link to see the published calendar on a hosted page.

   

4. On the calendar on the hosted page, locate the event for which you set up open registration. Click the Sign Up button.
5. The Sign up for event form opens. Type a name and email address for the person registering for the event. Leave Accept selected. For Number attending, select 2. Type a brief comment, and then click OK.

   Tip An email reminder can be set as well as a notification email in case the event changes, and the event can also be added to your calendar after you register.

6. You see confirmation that your response has been sent. Click Close Window.
7. Repeat steps 4 through 6 again, using a different name and email address. Also, for Number attending, leave 1 selected.
8. Click the Sign Up button on the event a third time. This time, in the Sign up for event form, you see a message telling you that the event is full.

   

   The event is full because we set the registration limit at 3. The first respondent indicated that 2 people would be attending so after the second respondent signed up the limit of 3 was met.

9. Notice that Put me on the wait list is selected. Provide a name and email address for this third respondent, and then click OK to add respondent 3 to the wait list.
10. Click Close Window to return to the published calendar on the hosted page. You won't need the hosted page anymore so you can close the browser window if you want.

1. First, check the inbox for the email address that you included in the response notification group you set up earlier (step 5 in the process to set up open registration). If you completed the Test the registration process exercise above, you should have three registration-related messages in your inbox.

   

   The email messages you receive will look something like this.

2. In the Trumba Connect editing environment, click the title of the event for which you set up open registration, and then click the Event Registration tab.
3. In the bottom half of the form, you now see a table that lists names, responses, and other information about each person who has registered.

   

   Notice that you can immediately distinguish people on the wait list (yellow) from people who are registered (green).

4. Try some or all of the actions below to see how you can manage respondents using the table:
   • Click Edit Responses. Change a response, the number attending, or add a comment, and then click Update Responses.
   • Use the View list at the top of the table to view only people on the wait list. Then, view the entire registration list again.

     

   • Select the checkbox next to the wait list respondent, and then click Invite from Wait List
   • To export the respondent data as a comma separated values (.csv) text file that you can open in Microsoft® Office Excel and other programs, click Export Registration Data.
   • Select one or more respondents, and then click Remove from List.
   • Select one or more respondents, click Add to Address Book.

     In the top right corner of the window, click Address Book to confirm that the email addresses were added.

5. When you're finished experimenting with the response information, if the form is still open, click OK to close the form.

   Note If you selected the person on the wait list and clicked Invite from Wait List, you'll see the Pending Email list. This pending list gives you one more chance to confirm that you actually want to invite the wait listed respondent.

1. Go to the Trumba Connect home page. Click Sign in to sign in to your Trumba account.
2. In the Other Tasks list on the left, click Define registration forms.

   

3. At the bottom of the Define Registration Forms form, click Add registration question.
4. In the Question Name section, for Question name, type "Tour".

   This question name assumes you're creating a custom registration form for a tour. If you'd rather use a different question name, go ahead. The name will appear as a column heading in the table where you manage registration responses.

5. For Question, type "Have you been on this tour before?"
6. In the Question Type section, for Question type, choose Yes or no.

   

   Notice the long list of question types from which you can choose.

7. For both Default value and Value required, select Yes.
8. Click OK.
9. Repeat steps 3 through 8 but, this time:
   • For Question name, type "Ages". For Question, type "Ages of participants"
   • For Question type, select List of choices.
   • In the Possible choices box, type "0-5, 6-12, Teen, Adult, Senior"
   • For Select multiple values, select Yes.
   • For Display style, select Drop Down.
   • For Default value, select Leave Blank.
   • For Value required, select Yes.
10. Click OK.
11. Go on to the next task to learn how to create instructions and section headings.

1. In the Other Tasks list on the left, click Define registration forms.

   

2. At the bottom of the Define Registration Forms form, click Add registration question.
3. For question name, type "Tour instruction" or any other name you prefer.

   This name is for internal use only and won't be seen by the public.

4. In the Question section, type "Select Yes only if you have been on this tour before."

   This is the instructional text that people registering for the event will see.

5. For Question type, select Registration instruction, and then click OK.
6. Go on to the next task to learn how to create a registration form for the custom questions and instructions you just created.

Tip If your registration form contains a lot of information, you can divide it into sections using section headings. You add section headings to forms exactly the same way you add instructions except, in step 5 above, you select Registration section heading.

1. At the bottom right of the Define Registration Forms form, click Add registration form.

   If you don't see the Define Registration Forms form, under Other Tasks, click Define registration forms.

2. In the Add Registration Form form, for Form name, type "Tour Registration Form".
3. In the Which Questions Should Be Included section, under User Defined Questions, select Age, Tour, and Tour instruction and then click Add Questions to Form.
4. In the Selected Questions section that appears on the right, you can control the order in which the custom fields will appear on the form.

   

   Click the small up or down arrow next to Age to move it directly under the Tour instruction field. This guarantees that, on the form, the instruction will appear underneath the question to which it applies.

5. Click OK, and then click Done.
6. Go on to the next task to learn how to add the custom form to an event with event registration.

1. In the Trumba Connect editing environment, locate the Go to publication list in the upper right corner of the window. Select the publication that contains the event for which you set up open registration.
2. Click the description of an event for which you have not yet set up event registration, and then click the Event Registration tab.
3. Select Open sign up for this event.
4. Notice that the Event Registration tab contains a field you haven't seen before called Registration form. Select the custom registration form you just created.

   

5. For Response notification, select the notification group you created earlier.
6. Click OK.
7. Click the Published at link above the calendar to display the published calendar on the hosted page.
8. Click the Sign Up button for the event for which you just created event registration.
9. In the Sign up for event form, notice the two custom fields you created on the form.
10. Complete the registration process for one or two people. Close the browser window for the hosted calendar.
11. Back in the Trumba Connect editing environment, click the title of the event for which you just registered, and then click the Event Registration tab.
12. Notice that the table of respondents now contains columns for the custom fields you added to the registration form. The table also contains a column called Actions. Click a link in the Actions column to edit, remove, or take other actions with a specific response.