Get Started 6: Event registration
In Trumba® Connect, you can invite specific people to an event or allow site visitors to sign up to attend an event. In this article, we'll practice how to set up open registration for a published event, choose registration options, track responses, and create a new custom registration form.
Tip You can print this article from your browser, or to work on-screen, you can open two browser windows, one with this article and the other with the Trumba editing environment.
Set up registration for events
A few of the sample events generated by the Trumba Startup Wizard already include event registration, using a basic registration form. These events appear with a Sign up button.
You can review the basic form and registration steps by clicking Sign Up on one of the sample events, and then following the process.
For this article, however, we'll practice creating a new, custom registration form to ensure that the information you need (and none that you don't) is submitted with your events.
You can also set several other registration options, including number of attendees, response deadlines, waiting lists, guest attendance, event organizers, event check in, and response notifications.
Set up open registration for an event
You can set up registration at the time you create a new event or for any existing event.
- If you're not there already, go to the Trumba Connect home page. Click Sign in, and then enter your Trumba credentials.
The Trumba editing environment opens to your new calendar, which shows as active (and selected with a check mark) under Current Publication on the left.
- Click the title of an event that doesn't yet include event registration (has no Sign Up button), or create a new event. For more information, go to Add events.
The Edit page appears, open by default to the Event Information tab.
- Click the Event Registration tab to display the registration options, and then select Open sign up for this event.
On the Event Registration tab, notice the Organizers section. Event editors can add (and remove) organizers when they add or modify an event. If enabled, event organizers can also receive response notifications for event actions.
Note that you, as the Event Editor, appear as an Organizer automatically (but can be removed later). For more information, go to Set up check in for an event.
- For this example, select the following options:
- Open sign up for this event.
- For Registration limit, select 3, and for Max Guests / Registrant select 1.
- For Response deadline, select "Start of event."
- To set a date where people can no longer register for the event, click Specify End, and then follow the on-screen instructions.
- Click OK to close the form.
Test the registration process
Test how the registration process works using the event you set up in the procedure above.
Register for the event
Now that you've set up open registration for an event, test how the registration process works.
- Open your hosted calendar by clicking the "Published at: calendars/<unique-web-name>" link above the Trumba editing environment.
- Locate the event you set up in the procedure above, and then click the Sign Up button.
- On the event registration page, type a name and email address for the person registering for the event.
For Number attending (including yourself), select 2, and then click OK.
Tip An email reminder can be set as well as a notification email in case the event changes. The event can also be added to an online calendar after registration.
- Close the event registration page.
- Repeat steps 2 through 4 again, using a different name and email address.
For Number attending, leave 1 selected, and then close the event registration page.
- On your hosted calendar, locate the event again, and then click the Sign Up button a third time. Note the message at the bottom now, This 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.
- 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.
- Close the event registration page to return to the hosted calendar.
You won't need the hosted calendar anymore, so you can close the browser window if you want.
As people sign up for your event, you can track their responses using the same Event Registration tab where you originally set up the registration
options for the event.
Track and manage registration responses
Registration responses appear in a table on the Event Registration tab for the event. From the table, you can manage the response list and export it for analysis
in a spreadsheet or database program.
- In the Trumba editing environment, click the title of the event for which you set up open registration, and then click the Event Registration
- 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), registered (green), or declined (red).
- Try some or all of the actions below to see how you can manage respondents using the table:
- 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.
Create custom registration questions and forms
If you completed the earlier tasks in this article, you have a pretty good idea about how to set up event registration and manage responses.
In this section, you'll learn how you can customize event registration forms so you collect exactly the information you need. For example, you can require respondents
to provide an id number or gather information about their past experience.
You can also add instructions to your registration form and divide it into sections so it's easier for registrants to navigate.
Customizing registration forms includes:
- Create the custom questions you want to ask
- Add instructions
- Create a new registration form to contain the questions, instructions, and sections.
- Apply the new registration form to your events
Tip In these procedures, we use the example of an organization offering a tour. You can always substitute your own situation
if it makes more sense.
Create custom registration questions
When you create custom registration questions, you choose a field type for the question and, when it makes sense, provide a default value for the answer.
- Go to the Trumba Connect home page. Click Sign in to sign in to your Trumba account.
- In the Other Tasks list on the left, click Define registration forms.
- At the bottom of the Define Registration Forms page, click Add registration question.
- 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.
- For Question, type "Have you been on this tour before?"
- In the Question Type section, for Question type, choose Yes or no.
Notice the long list of question types from which you can choose.
- For both Default value and Value required, select Yes.
- Click OK.
- 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.
- Leave Default value blank.
- For Value required, select Yes.
- Click OK.
- Go on to the next task to learn how to create instructions and section headings.
You can add context to your registration questions by including instructions on your registration form.
An instruction follows the first question in this portion of a registration form.
- In the Other Tasks list on the left, click Define registration forms.
- At the bottom of the Define Registration Forms form, click Add registration question.
- 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.
- 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.
- For Question type, select Registration instruction, and then click OK.
- 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.
Create a new registration form and add your custom questions
Now that you've created some custom registration questions and instructions, it's time to create a form to contain them. Custom forms you create automatically contain
all of the default registration fields, such as name, email address, and response, in addition to the custom fields you add.
- 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.
- In the Add Registration Form form, for Form name, type "Tour Registration Form".
- 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.
- 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.
- Click OK, and then click Done.
- Go on to the next task to learn how to add the custom form to an event with event registration.
Apply custom registration forms to events
Now that you've created a custom registration form, you can add it to an event by opening the Event Registration tab where you initially set up
the event registration options.
- Click the description of an event for which you have not yet set up event registration (has no Sign Up button), and then click the Event Registration tab.
- Select Open sign up for this event.
- For Registration form, select the custom registration form you just created.
- Click OK.
- Click the Published at link above the calendar to display the published calendar on the hosted page.
- Click the Sign Up button for the event for which you just created event registration.
- On the event registration page, notice the two custom fields you created on the form.
- Complete the registration process for one or two people. Close the browser window for the hosted calendar.
- Back in the Trumba editing environment, click the title of the event for which you just registered, and then click the Event Registration tab.
- 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.