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.
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 (on the hosted calendar view).
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 is submitted with the event registration.
You can also set several other registration options, including maximum number of attendees, response deadlines, wait lists, guest attendance, event organizers, event check in, response notifications, and manual and automatic registration reminders.
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.
The Trumba editing environment opens to your new calendar, which shows as active (and selected with a black check mark) under Current Publication on the left.
The Edit page appears, with the Event Information tab open, by default.
(If you're creating a new event, fill in all required fields on the Event Information tab, and then continue with the next step.)
The tab expands to show more registration options.
Remove yourself as the Organizer, for now, by clicking the X to the right of the organizer's name.
Note 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. For more information, go to Set up check in for an event.
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.
(For help with this, see step 1 in "Set up open registration for an event" above.)
For Number attending (including yourself), select 2.
Close the Event Registration Confirmation page.
This time, for Number attending, however, select 1.
(Note that if you wait a bit before this step, the button refreshes to read Wait List rather than Sign Up.)
On the Event Registration page, notice that Add me to the wait list is selected, and that the message at the bottom reads: This event is now full.
You don't need to make any further changes to the hosted calendar at this point, so you can close the browser if you want.
Tip You can also set up first and second reminder emails for the event using the Event Email tab. For more information, go to Event Announcements and Reminders.
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.
(You can also click the blue arrow in front of the event title, and then click Event Registration on the drop-down menu.)
In the bottom half of the form, you see a table that lists the names, responses, and other information about each person who has registered or added themselves to the wait list.
Based on the steps you took in the section above, Test the registration process, the table should look similar to the following:
When you decline on behalf of respondent two, only two attendees are now registered (both for "Person One"), and a spot opens up within the registration limit of 3 for the event.
Because you selected Automatically invite from wait list when space is available in the section above, Set up registration for events, the first respondent to have joined the wait list ("Person Three") is automatically invited.
Person Three now has the status, "Wait List Invited":
Tip To help with locating a registrant, you can sort the list by clicking a column heading.
Important If you remove a person who is registered or invited from the wait list, a spot opens up within the registration limit of 3 for the event. And, since you selected Automatically invite from wait list when space is available in the section above, Set up registration for events, the next person on the wait list ("Person Four" in this case) is automatically invited.
In the top right corner of the window, click Address Book to confirm that the email addresses were added.
The following screenshot shows the form with the options highlighted:
Important:The examples above cover how to set up event registration using the option Automatically invite from wait list when space is available. (See Set up registration for events.)
Alternatively, you can manage your event registration manually, if you want to be able to select who to invite from the wait list yourself.
Or, you can set up your event to both automatically invite people on the wait list, plus automatically invite the next person if the previous invitee hasn't responded within a set time limit. This is the best option to use to help make sure you fill all of the available spaces for your event.
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:
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.
Tip Setting commonly used default values can save site visitors time when registering. For more information, go to Set default values and other requirements for fields.
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.
You can add context to your registration questions by including instructions on your registration form.
This name is for internal use only and won't be seen by site visitors.
This is the instructional text that people registering for the event will see.
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.
If you don't see the Define Registration Forms form, under Other Tasks, click Define registration forms.
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.
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.