Documentation

Working with events

AbleOrganizer offers tools for event management. The event registration features allow you to provide pages where individuals can sign up or purchase tickets for multiple attendees. Using the form building tools in the platform, you can creat a system for managing offline registration as well.

How it works

  1. You create event registration forms within AbleOrganizer's form builder.
  2. You create event registration pages and associate event registration forms with them.
  3. When someone fills out an event registration form, the system generates a thank you message and displays a thank you page.
  4. AbleOrganizer records the event registration as part of someone's contact record.
  5. AbleOrganizer provides details about event registration within reports.

Event registration forms

Event registration forms are built through AbleOrganizer's online form builder. This tool provides a drag-and-drop interface for authoring forms used to allow people to register or purchase tickets through an online form. It also allows people to take advantage of free or unpaid event registration options, and keeps this information organized in an easy-to-understand fashion.

If you have installed all of the sample content for AbleOrganizer, you will find a variety of examples of online event registration forms you can use as examples for your site. You can also create your own forms from scratch using the form builder.

Authoring an event registration form

When authoring an event registration form, the first thing you need to do is ask yourself how event registration is supposed to work. Are people registering for themselves, or are they able to make multiple reservations for an event? Will the system need to process a single amount for someone to register, or will people be able to select between multiple registration options?

When create an event registration form with a paid attendance option, you will most likely want to add a commerce profile to the form itself. A commerce profile is simply an entity that adds payment processing to a form, it allows AbleOrganizer to integrate with the payment processing tools available within Drupal.

Commerce cart option
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Commerce profiles allow you to add widgets to forms for payment processing in the same way you would add fields to the form. The options here include:

  • An amount field, which can be used to provide a static or variable amount to be collected through the form.
  • A shopping cart, which can be used to allow users to select multiple amounts and options within a form. 
  • A billing address field, for use in situations where you are not storing a billing address as part of a contact record.
  • A payment form, which is used to collect payment information used to process payments. 

Each of these items will create a pseudo-field within the form fields beneath the basic controls for the form. There are various options and settings associated with each one, which will be configured on the settings page of the form builder.

When configuring the form, decide if you want people to register individually, or if you want to sell tickets to each event. If you are looking to register individuals, you will want to add an amount field to your form. If you want to sell tickets and allow people to purchase multiple tickets at a time, add a cart to your form.

Beyond the commerce item fields, you will also want to include the following activity fields as part of an event registration form:

  • Order, representing the Drupal commerce order used to process the payment. You should set the default value for this field to [commerce-order:order-id] in order to store this information.
  • Amount, representing the total registration amount that has been processed. You should set the default value for this field to [commerce-order:commerce-order-total:amount_decimal] in order to properly store the amount of the transaction.
  • Payment type, representing the means of payment used for this registration. You should set the default value for this field to Credit Card for online event registration, unless you intend for people to pay by check.
  • Event, representing the event someone is signing up for. This field does not need a default value.

Heads up! The default values you are using for the order and amount fields are called tokens. These are special codes AbleOrganizer uses to store information dynamically based on what is going on in the system. There are a variety of tokens available for use within your site, and there is a token browser available within the commerce profile widget in the form builder.

The settings page for an event registration form

On the settings page, you will want to make sure you include a message thanking registrants for their interest. You might want to ensure your form redirects to the proper page for thanking people after registering. In case you missed it, there's documentation for how to do this within the form builder.

When you create an event registration form, the settings page will change depending on what items from the commerce profile widget you have selected. The screen will now include controls similar to the ones displayed in the following screenshot.

Event reg form commerce options
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Within this screen, you will want to take note of the following items.

  • The product type. This is a product from Drupal Commerce and will be used to track event registration. The event feature comes with a product pre-configured for your use.
  • The order status. This is a status set in Drupal Commerce that indicates the state of the order. In most cases, you will want to set this to Completed, in order to indicate that payment has been received once the order has been processed.
  • The cart field. This will appear when you select the amount pseudo-field from the edit page of the form builder, and it will create a shopping cart people can use to purchase items with different values and quantities attached. This allows users to select different quantities of tickets with different prices attached to each.
  • Line items. This refers to the line items people will be able to select from within their cart. Use this field to enter amounts and labels, separated by a pipe, one per line.
  • 'Use quantities in cart...' Check this box if you want to allow users to select a quantity in their carts. Uncheck this box if you want to force people to select a single item from a set of options. 

An event registration form will also include controls allowing you to control the name and billing information used to process payments, as seen in the screenshot below.

Donation form name and billing information
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Since you can include multiple address and name fields within a form, these fields will allow you to control which one is used for processing payments. Just select the fields you want to use and you have a new form, ready to use in your website!

Event registration pages

Once you have created an event registration form, it can be associated with any piece of content in your website. To create an online event registration page, you will want to use the event content type, available from the content creation page.

Heads up! You can actually use any content type in your system to handle online event registration, but the event content type is the preferred method. There is some special code in the event module that allows event pages to be tracked effectively. Stick with this content type and your reports will always work properly.

Configuring the default form

    There are several default settings you can use to control event registration forms in your website. 

    When you have an event registration form you are happy with for general use, goto the event admin screen to set some defaults. You will see a widget similar to the following screenshot.

    Default event registration settings
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    This widget allows you to automatically associate event registration forms with event pages by default when they are created in your site. Select an event registration form from the drop down and save the page to use the selected form each time you create new events. 

    Overriding form values

    When you create a new event page, you can override some of the settings associated with the event registration form itself. You will see a widget similar to the following within the form for creating a new event.

    Event override fields
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    These settings allow you to override the several settings associated with events.

    • Display event registrants will create a page that displays the people who have signed up at attend an event.
    • Event registration thanks e-mail rule will allow you to select a thank you e-mail template to send to people when they have registered for an event.
    • Maximum registration will limit the number of people who can sign up for an event to a specific quantity.
    • Ticket levels will allow you to override settings for shopping carts kept in a form.  

    This page also includes controls for selecting the form used on this events page. Look for a widget similar to the one in the screenshot included below.

    Form controls for events
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    In this widget, you will find controls that allow you to select the form used for the event page and control how it displays on the page.

    • Check the box labelled 'Use CRM Core Profile for this node...' in order to include a form on the page. Uncheck this box if you ever need to display an event page without a form for registering. 
    • The box labelled 'Select profile for this node' allows you to select an event registration form. If you have set a default event registration form, it should be pre-selected here. This form will allow you to override the default selection and use any form on your site for registering people for events.
    • Check the box labelled 'Display the form include with other content' to have your form appear beneath other content within the event page. Uncheck this box to display it another way.
    • Enter text in the form label to give your form a title. 'Register now,' 'Sign up,' and other evocative asks are good titles for event registration forms.

    Thank you pages and e-mails

    When someone registers for an event, AbleOrganizer can generate e-mails and direct people to thank you pages thanking them for getting involved. You can personalize the experience using web-based administrative tools that let people know you appreciate their interest.

    Thank you pages

    The thank you page for an event registration page is configured within AbleOrganizer's form builder on the settings page for each form. You can redirect users to any path in your website to say thanks. To create a thank you page, go to the content creation page in your site and simple create a new page.

    Configuring e-mails

    AbleOrganizer can generate personalized HTML e-mails to donors upon event registration. Go to the Event Configuration Page to select the e-mail template you wish to use by default. This will set a default e-mail message that will be used for saying thank you to registrants.

    When creating a new event registration page, you can select thank you messages that are different from the default one. Just look for the CRM Core Event widget, which includes a drop down that will list all rules tagged for use as event registration messages.

    Customizing e-mails

    AbleOrganizer is capable of storing multiple e-mail templates for thanking registrants. You can find a list of the rules for sending thank you e-mails on the rules administration screen. This screen includes a complete list of rules configured for the system. The event feature ships with a rule titled 'CRM Core Event Registration Thank You Message' for sending thank you messages to contacts. 

    You can control the contents of this message by clicking the edit link next to the title, and clicking the edit link on the resulting page. Look for the field labelled 'The mail's message HTML body,' this contains the contents of the message that will be included in the message. Feel free to edit the contents.

    To create multiple registration e-mail templates, instead of editing this rule, simply select the link to clone it instead. This will create a copy of the default mailing message you can customize to create new messages.

    Event registration records

    An event registration record is an activity record associated with a contact. It can be generated automatically when an event is registered for, or manually (for instance, when a check is received).

    For any contact, go to the activities screen to see a complete list of event registrations for that contact. You can create a new registration record by selecting the link for 'Add activity' from the top of the screen.

    When viewing an activity record, there are a number of fields that include the following.

    • Title, which is a name for the activity. This should typically be set to Online Registration or something else descriptive.
    • Participants, which identifies the person registering for the event. Although you can include multiple participants, it is typically best to only include one per record.
    • Date, which refers to the date the registration was recorded in the system. This is not the same as date recieved, described below.
    • Notes, which should be used to store any notes related to the registration.
    • Event, which refers to the actual event page where the registration was received.
    • Registration Date, which refers to the date payment for a registration was received.
    • Amount, which refers to the amount of any registration fees. The amount comes from the commerce order.
    • Source, which refers to the source of the registration. Sources for events can be configured within the activity type.
    • View publicly, which refers to whether or not the registrant elected to have their signature by viewable by the public.
    • Status, which refers to whether or not someone attended an event. Useful for tracking attendance.
    • Order, which refers to the Drupal Commerce order used to process the payment.

    Reports

    The events module includes a number of basic reports that can be customized, extended and used as templates for creating your own custom reports.

    Most reports include additional summary reports, providing additional details related to each category of information. 

    Event reports

    • Events overview, summarizing details about event registration activity within your site.
    • Attendees, displaying details of who has registered for your events, along with attendance.
    • Events, displaying details about the amount raised for each event, the number of people who have registered, and the last date of registration. Includes links to a summary report for each event listing details about registration.
    • Revenues, providing a detailed listing of all money collected from event registration.
    • Sources, containing details about how people are signing up for events, and the source of registration.

    Additional reports

    In addition to the standard reports that ship with the event feature, event organizers have access to an attendee report that is available from outside the CRM section of your site. Look for the 'Registration' tab when viewing an event you have created. This will provide a list of all registered attendees, and provide you with tools for e-mailing attendees, changing the status for each attendee, and more.

    Customizing event reports

    The event reports included in AbleOrganizer can be customized and extended using the event reports settings page. This page provides you with controls allowing you to edit the colors used to generate charts, the presence of labels / legends, and the appearance of different types of charts. The default settings created on this page can be overriden by specific reports throughout the system.

    Individual reports are built as views or panels within Drupal, and the platform provides tools for customizing the layout, contents and settings for individual report components