Set up event registration
You must set up event registration if you want:
With event registration set up, you can track and manage registrants, send follow-up emails, and more.
Tip Because event registration settings are complex, it's essential that you thoroughly test each event before it goes live. The best approach is to add events initially to a separate test calendar that uses the same settings as your live calendar. Once you confirm that things are working correctly, you can move the event from the test to the live calendar.
What you can learn here
How to set up event registration and send invitations
- In your Trumba editing environment, select the appropriate calendar.
- If the event already exists, click its description.
If you're creating a new event, click Add Event above the calendar, and enter the event information.
- If you're inviting people to the event, click the Distribution List tab to set up the event distribution list.
How do I set up an event distribution list?
- Click the Event Registration tab.
- Select the event registration options you want.
I'd like to see detailed descriptions of all event registration options.
If you're inviting people to the event, be sure to select Send invitations to register for this event. With this option selected, if you already created a distribution list for the event, you see a list of the invitees.
Registration list with one invitee. Your list will look similar to this but most likely with more invitees on it.
- Click OK to save the event and registration settings.
- If you added people to the distribution list and selected Send invitations to register for this event, you see the Pending Email form. Leave check boxes selected for every invitation you want to send. Click OK to send the invitations.
Pending email form where you confirm which invitations you want to send. You'll likely have more invitees in your pending emails list.
Tip You can invite more people at any time by adding new email addresses to the event distribution list. When you click OK to save the distribution list additions, you'll be asked to confirm that you want the new invitations to be sent.
Detailed descriptions of the Event Registration settings
Below the picture of the Event Registration tab is a list of each setting and what it does.
- Send invitations to register for this event Select to invite specific people to the event.
You must add the email address of each person you want to invite to the event distribution list.
- All you have to do to invite people to an event is select this option and add the people's email addresses to the event distribution list. When you click OK to save the event settings, you'll be asked to confirm that you want the invitations sent. When you click OK to confirm, the invitations immediately go out.
- If you want to invite specific people AND let people sign up using open registration, select both this option (Send invitations to register for this event) and the next one (Open sign up for this event).
- Open sign up for this event Select when you want anyone who visits your published calendar to have the option of registering for the event.
A Sign Up button appears next to open registration events. Visitors click the button to register.
Learn more about Sign Up, Wait List, and other open registration buttons.
- Allow attendee to bring guests Select when you want to let the people you invite or who sign up from your calendar know that they can bring others along to the event.
- Show registration list when responding Select when you want people who respond to see the response list. The response list contains the names of the people who plan to attend and the comments each person made.
If you select this option for an open invitation, your entire response list becomes available to anyone who can view your calendar.
- Show remaining openings when responding Select when you want to display the number of remaining openings for the event, so when a person signs up they can see “x” number of total seats remaining.
Relevant only if you set a registration limit for the event.
- Send registration confirmation Selected by default. If you clear the check box, registrants will not receive a confirmation email after registering to attend.
- Registration form If you created a custom registration form, select it here. Otherwise, leave Basic form selected.
Tip If you typically apply the same custom form to events for which visitors register, you can set that form as the calendar's default. In the editing environment, make the calendar active, and then click Settings. Under Default Event Settings, for Default registration form, select the custom form, and then click OK.
- Registration limit Choose the maximum number of people who can register for the event.
If you choose any value other than None, another option (Create wait list when fully booked) shows up. That option is described below.
- Max Guests / Registrant Select the maximum number of guests you want to let any registrant bring along to the event.
Relevant only when Allow attendee to bring guests is selected.
- Create wait list when fully booked Available only when Registration limit is set to something besides None. Selecting this option lets people who register after the registration limit is reached put themselves on a wait list.
If spaces become available, unless you also select Automatically invite from wait list when space becomes available, you have to manually invite people on the wait list.
- Automatically invite from wait list when space becomes available Available only when Registration limit is set to something besides None and Create wait list when fully booked is selected. Select to automatically send email invitations to people on the wait list as space becomes available. The date on which people add themselves to the list determines the order in which invitations are sent.
What actions trigger automatic invitations and how do I manage the wait list?
- Registration starts Indicates the date and time at which people can begin registering to attend the event. The start time restriction applies both to people you invite and people who sign up from the live event.
By default, When published is selected. That means that people can begin registering as soon as the event appears on the live calendar.
To set a future date and/or time, select Specify time, and then use the date and time pickers to specify the date and time.
For more details about how the Registration starts feature works with repeating events, all day events, and event time zones, see Set a registration start date and time.
- Response deadline Select the time (in minutes, hours, days, or weeks) in advance of the event after which respondents can no longer sign up.
For example, if you set a response deadline of one day, people who try to register ten hours in advance of the event see the message: The deadline for responding to this event has passed.
If you'd rather set a specific date and time, click Specify End.
Selecting Specify End lets you set a response deadline date and time.
Tip For open registration events, after the response deadline has passed, Sign Up buttons disappear from your calendar.
- Response notification Select who should receive notification email when someone responds to or registers for an event.
The list of options available always includes None and the email address of the calendar editor (the account owner). All groups created in the account address book also appear in this list.
List of address book groups in the account. The list order is alphabetical.
For example, the calendar editor (conniermiller in this example) is often not the person responsible for organizing and offering the event. To keep event organizers informed about the pace and volume of registrations, you can add the organizer(s) to an email group set up specifically for that purpose, and then select the group in the Response notification list.
Control how visitors register for repeating events
When you set up registration for a repeating event, you also see options for controlling how visitors can register for occurrences in the repeating series.
Options for controlling how visitors register for a repeating event.
I'd like to see information about how registration start times work with repeating events.
Each option is described in more detail below, accompanied by an image showing what visitors see in the Event Actions window where they register:
- Only their selected occurrence Visitors can register only for one specific occurrence at a time. They must register for each occurrence separately. On the published calendar, Sign Up buttons are available for each occurrence.
What visitors see in the Event Actions window where they register
Confirmation visitors receive that they registered for one occurrence
Use when Each occurrence in the repeating series stands alone as an individual event. For example, a lecture series at a public library or an indie film festival series.
- Every event in the repeating series Visitor automatically registers for every occurrence of the repeating event. If you set up open registration, apply registration settings only to the initial occurrence.
Tip On the published calendar, Sign Up buttons appear on every event in the series. However, no matter which occurrences' Sign Up button visitors click, they always register for the entire series.
What visitors see in the Event Actions window where they register
Confirmation visitors receive that they automatically registered for all occurrences (displayed in a scrolling list)
Use when The repeating event is meaningful only when visitors attend the entire series. For example, a college or professional accreditation class.
- Visitor chooses specific occurrences from a list of all occurrences All occurrences are listed in the Event Actions window. Visitors register individually for each occurrence they want to attend.
What visitors see in the Event Actions window
Use when You want to make visitors registering for one occurrence aware of the other occurrences in the series. For example, visitors who register to attend one lecture in the local author series might not have noticed other occurrences on the library's calendar. This option gives them another opportunity to review and possibly register for additional occurrences.
- Let visitor choose from any of the three above options as they register You want to let visitors decide which registration option they want. This option gives visitors the most freedom but also presents them with a set of choices they may not clearly understand.
What visitors see in the Event Actions window
Use when Each event in the series stands alone and you want to give visitors to the Event Actions window control over their registration choices.
Tip To track who has registered for each occurrence of a repeating event, open each occurrence separately.
Notes about the open registration Sign Up and Wait List buttons
- The Classic Month, Classic Multi-Week, News, Map, and Linear Grid calendar views do not support Sign Up and Wait List buttons. If your calendar uses one of these views by default, calendar visitors can sign up for the event by clicking the event description, and then clicking the Sign Up link on the event details page.
- For calendar and event detail views that support event registration buttons, you can customize the buttons. You can choose which buttons (Sign Up, Wait List, and Event Is Full) display on the live calendar and replace the default images with your own button images. Learn more.
Views that display registration buttons in events on the calendar include Labeled List - Description, Labeled List - Date, Detailed List - Description, Detailed List - Date, and Photo Events.
Labeled List view with registration button (and link) displayed in the calendar.
- After the registration deadline for an event has passed, Sign Up and Wait List buttons no longer appear next to the event on the calendar and buttons and sign-up links no longer appear in the event detail view.
Notes about open registration and the Add to My Calendar event action
By default, when you set up open registration for an event, the Add to My Calendar link will not display in event detail view footers or in calendar views where the sign-up links appear along with events in the calendar.
Tip Views that display sign-up links in calendar events include Labeled List - Description, Labeled List - Date, Detailed List - Description, Detailed List - Date, and Photo Events.
What are event detail views?
Event detail view footer with Sign Up link showing and Add to My Calendar link hidden.
This makes it less likely that people will add the event to their calendars and show up without having registered.
If you prefer, you can display the Add to My Calendar link along with the Sign Up link in the event details footer. Learn more.