Set up registration items for events

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

Registration setup items represent things that contacts can register for in connection with an event. This typically includes the event itself and may also include individual event sessions, subevents, or other activities. Each registration setup item has its own schedule, price, registrants, and other information. Examples of registration setup items include:

  • One or more sessions

  • A discount for early registration

  • Banquets

  • Optional events such as entertainment and field trips

  • Chargeable items such as proceedings, CD-ROMs, and printed materials

Each event can have an unlimited number of registration setup items.

To work with registration setup items, you must have Edit/View Events privileges. More information: Work with user accounts and staff contacts

All registration setup items are directly linked to a specific event, and are provided on a related-information tab for each event. To create or view them:

  1. Go to Marketing Execution > Event Management > Events to view your event list.

  2. Use the list-page controls to find and open (or create and save) the event you want to add setup items to. More information: View events

  3. With your Event maintenance page still open, go to its Registration Setup related-information tab. This tab shows a list view of existing setup items and provides many of the standard controls for creating, copying, viewing, and deleting the items.

You can add setup items one at a time or create a series of related setup items all at once.

To create a single registration setup item, click the Create button New button on the Registration Setup tab. This opens a maintenance page for creating your new setup item. See the next section for details about the settings available here.

To create a series of similar registration setup items that occur periodically (such as a daily breakfast), do the following:

  1. Open the event you want to work with and go to its Registration Setup tab, as described at the start of this section.

  2. Click the Wizard button Wizard button. The Item Wizard page opens.

  3. Use the radio buttons at the top of the page to choose how often your repeated setup item should occur (for example, every hour, every day, every week, and so on.), and then enter the number of copies you want to create in the field next to the radio button you selected.

  4. Specify the Item Start, Item End, Registration Starts, and Registration Ends dates and times for the first item you want to create. When you submit this page, the wizard creates the number of copies you specified and increments each of these start and end times by the schedule you selected for each copy.

    For example, if you set up an item called "Breakfast" that lasts from 8:00 AM to 9:00 AM on Monday, and choose the One each day radio button, set to repeat 5 times, then you will create 5 breakfast items, each lasting from 8:00 to 9:00, once a day from Monday to Friday.

  5. Complete the setup item form just as you would when creating a single setup item, and as described in the next section.

  6. Click Submit to create your series of setup items.

Whenever you edit or create a registration setup item (including when using the setup item wizard), the settings described in the following table are provided.

Field

Description

Active

Select this check box to activate the current record; clear it to deactivate the record. Active records are always shown on the list page and are also available for use in other parts of Dynamics Marketing. Inactive records are usually hidden in the list view and aren’t available elsewhere. When you delete a record on the list page, it’s not actually deleted, just set to inactive. On the list page, you can toggle to show or hide inactive records in the list.

Wait List

Select this check box to enable wait listing. Contacts registered when the item is at capacity will be added to the wait list and not registered for the event.

Name

Enter a short but descriptive name. This value will identify the current record in list views, type-ahead fields, drop-down lists, and other areas of Dynamics Marketing. Choose a value that you and all other users are likely to recognize in the future.

Event

Displays the name of the event that the setup item is for (read only).

Session

Sessions represent a sub-event of your main event and can have a physical venue and facility associated with them. If this setup item is associated with a session, then choose a session here. The drop-down list shows all sessions already configured for the event this item belongs to; click the Session label to create a new session. More information: Sessions or event schedule

Attendee Names

Choose whether or not to allow a registrant to register additional anonymous attendees when registering with this setup item. The available settings have the following effects:

  • Not Required: The registrant must be a known contact in the system, but any number of additional, anonymous attendees can be registered at the same time. This means that the Quantity field will be active when creating a registration based on this setup item.

  • Required: All registrants must be known contacts in the system, so each registration applies to exactly one person (the Quantity field will be deactivated (set to 1) when creating a registration based on this setup item). This means that each attendee must be registered separately.

More information: Register contacts for an event

Credits

If this setup item is associated with an event or session where attendees can earn academic credits, such as Continuing Education Units (CEUs), for participating, then specify the number of credits here. This setting is required, but the default (zero) is an acceptable value.

Capacity

Enter the maximum number of attendees that can register for this setup item. If the capacity is unlimited, leave this blank. If you enter 0, then all attendees will automatically be wait listed.

Actual

Displays the number of registered attendees. Click the button to refresh the count.

Registration Link

 

Use this setting to implement online registration that includes third-party online payment for the current setup item. (You could also use this feature to integrate with a third-party system that does something other than online payment.) The solution works by using a Dynamics Marketing landing page that is linked to a registration setup item configured with a registration link.

When a contact submits the landing page, the registration link opens in a new browser window (provided the browser allows pop-ups). A unique one-time token is automatically appended as a parameter, which can be used together with the SDK to get detailed information about the submission.

For more information about how to set up payment integration, see Integrate third-party services with online event registration, later in this topic.

 

Description

Enter a description that can help you and other users remember what this record is for and how it should be used.

Item Start and Item End

Specify the dates and times at which the event or session associated with this setup item begins and ends.

Registration Starts and Registration Ends

Specify the time range during which contacts can be registered for this setup item. The system won't accept any registrations for this setup item before or after this period.

Prices

Enter the price of the setup item.

Currency

Select the currency in which the Price is specified (only shown if your site is using multiple currencies).

Account

Select the general ledger account to use for the setup item. More information: Chart of accounts

Taxable

Select this check box if the setup item is taxable.

Webinar

Select this check box if you are setting up a webinar. See Set up a webinar, send invites and track responses for details about working with this feature.

After you have saved your record at least once, you’ll see related-information tabs below the dotted line. Use the drop-down list at the top of this area to change the tab. Each tab shows a specific type of information that’s related to your current record. Usually the tabs are views into other areas of the site (such as jobs, invoices, or leads) and work the same way here as they do on the main list and maintenance pages for the relevant features, except that here they are filtered to only show records that are related to the current record.

The available related-information tabs are summarized in the following table.

Tab

Description

Languages

Use this tab to translate the name of your current setup item into any number of languages. Use the buttons on the toolbar here to add or remove translations for each relevant language.

Notes

Use this tab to read, add, remove, and reply to notes related to the current setup item. More information: Notes

Once you have your setup items in place, you are ready to start registering contacts for them. Dynamics Marketing users can register contacts (for example, over the phone) while working directly in Dynamics Marketing, but you could also set up a landing page that contacts can use to self-register online. You could even create a sophisticated self-registering system that not only registers contacts in Dynamics Marketing, but also integrates with a third-party system, such as an external registration portal, payment and/or fulfillment system.

To integrate online event registration with a third-party system, you must do the following:

  1. Set up the third-party system and customize it to accept a registration token from Dynamics Marketing via HTTP and to interact with Dynamics Marketing though its API. See your Dynamics Marketing SDK documentation for requirements and details.

  2. Set up an event in Dynamics Marketing. More information: View events

  3. Add a registration setup item to the event, as described previously in this topic. The setup item must be configured with a Registration Link that provides the URL for your third-party payment system.

    Dynamics Marketing automatically appends a unique one-time token as a parameter (named token) to the URL you specify here; use this token to enable your system to fetch unique IDs for the user, event, registration item, and session being registered, plus other submitted and related data. So, for example, if you enter the value "www.contoso.com/payhere/" here, a typical final URL could be: http://www.contoso.com/payhere/?token=37079543-d6a8-47cb-be4a-e883f9879855. The targeted system should be set up to accept and record this token. You can also include additional custom, hard-coded parameters and values in your URL if needed; these will be preserved, with the Dynamics Marketing token appended correctly at the end.

  4. Create a landing page that enables contacts to sign up for the event, and configure that landing page with the relevant Event and Event Registration settings. More information: Create and customize landing pages

  5. A landing page submission will not, by itself, create an event registration—even when it is linked to a registration item. To finish registering contacts for the event in Dynamics Marketing, do one of the following:

    • Set up an automated campaign that includes an Event tile configured to register contacts that pass through it with your registration setup item.

    • Use the Dynamics Marketing SDK to program the payment system to register the contact through the Dynamics Marketing API (More information: Integrate online payment with event registration).

    See the following subsections for more information about each of these options.

The usual way to register contacts for an event, even when not using online payment, is to use campaign automation that includes a landing page and an Event tile configured to register users that pass through it.

  • For an example of setting up online webinar registration using outbound marketing (where contacts are already in your database and will be invited by email), see Set up a webinar, send invites and track responses.

  • For an example of setting up an inbound campaign with campaign automation (for new contacts, who will be added to your database at the same time), see Set up an inbound marketing campaign. Following that example, the automated campaign must also include an Event tile configured to registers users.

For more information, examples and instructions, see also:  Automate campaigns with the campaign canvas, Create and customize landing pages, List management and segmentation, Set up the double opt-in system.

System_CAPS_noteNote

Campaign automation can register contacts for events in Dynamics Marketing, and forward them for third-party processing, but can't confirm successful third-party execution (such as payment). To implement third-party confirmation, you must instead register contacts through the API, as described in the next section.

Though more programming is required, you might choose to have your external system register contacts for the event through the Dynamics Marketing API rather than through campaign automation. One advantage of this approach is that your system can confirm successful execution (such as a payment) before registering the contact. This type of solution works as follows:

  1. A contact fills out and submits a landing page configured for event registration and online payment (as described earlier in this topic).

  2. Your external payment system receives the token from Dynamics Marketing and uses it to fetch registration details.

  3. Your external system processes the contact as needed (for example, by collecting and confirming payment details).

  4. On successful execution, your external system submits an event registration through the Dynamics Marketing API, using information made available by the registration token.

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