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Enhancements for registering a group of people (e.g. team) for an event

Hi,

The new feature for multiple event registrations is a very significant step forward. However, it falls short of being useful to one of our main customers. That customer stages races which include teams of up to 8 people (but no more than 8).

Here is a list of features which they need to be in place in order for this important new feature to work for them. They are looking for the ability to:

1) set a limit on the number of additional people who can be registered (e.g, 7 additional or 8 total),

2) update the list of additional people registered (by the original registrant) until a specified date (e.g, add two people now and then add more people later until the time limit, and max registration limit (see #1 above) has been reached), - After further testing it seems that the original registrant can keep the registration in a "Pending" state that may resolve part of this issue!

3) create a registration for the initial registrant and associate it with a group/team name,

4) either: list the name of the registered groups/teams (not just the name of the person which created the initial registration) so that a person can search the list to ensure uniqueness, or the ability of the system to veryify uniquiness of a field (group/team name in this case),

5) specify the exact number of characters of a text field on a registration form (group/team name can not be more than 20 characters long on two lines of no more than 10 characters each), and

6) modify the wording of "guest" to something more appropriate on the registration form (e.g, team member, etc.),

The customer's original request asked for the ability of "guests" to add themselves to a named "team", but requiring the person that created the original registration, (the team captain) to add the other members will work with a modification to their team registration work flow.

I look forward to working with you to understand these requested features in more detail.

Joe

7 votes
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    CJoeGCJoeG shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    12 comments

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      • SaraSara commented  ·   ·  Flag as inappropriate

        I may be looking in the wrong place and may find my answer elsewhere, but before I leave this thread and can never find it again, I would like to request and easier way to register tables (kind of like teams). I'm trying to find a way to do this that make sense, but I'm having a hard time.

      • Evelyn WEvelyn W commented  ·   ·  Flag as inappropriate

        #6 on this list - being able to customize the word "guest" on the event registration form would be very helpful. Any secondary people registering with a member must be part of the member's family. Our members are confused by the word "guest" on the registration form.

        Evelyn

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Appreciate the details - this is very useful in our analysis.

        Just to set expectations - unfortunately I do not expect this to go into development for a while. It's a complex change which needs careful analysis and design and there are many items in the queue which are more commonly requested and thus are prioritized higher.

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Joe,

        thanks for posting those additional separate requests as I suggested. However so far they had no additional responses from other clients. So I will merge them into this issue and we will keep tracking interest specifically in team registrations functionality.

      • Clark BavinClark Bavin commented  ·   ·  Flag as inappropriate

        I would just like to jump in and say I think these are all good ideas and would like to see these get bumped up the Wish List for the next version ASAP. Our organization runs a lot of events. We want to provide option of purchasing a table of 10 and let the person organizing the table, enter their guests and cap it at 10 people. Same with different sponsorship levels, we offer an allotment of tickets per sponsorship level. What makes it confusing is that we have individual Event Sponsors, as well as, Annual Sponsors - both have different sets of ticket allotments.

        For Annual Sponsors, we've considered giving out Event Codes/Coupons but right now there's no way to monitor the usage or limit the number of times one can use the code. With Event Coupons, we want to have the ability to put a limited # of uses by a given member. Perhaps, we should first create a group from within the membership database and apply the coupon/code to this particular group. Then, it would be helpful to then be able to set a total number of uses of the coupon, or total number of registered attendees. In other words, let's say a member is entitled to 4 tickets to 6 out of 8 events over the course of a year. We would like the system to monitor and know that this member has used the coupon for their 6 events.

        Another example, we sell a "Passport" to attend our monthly breakfasts - good for 10 breakfasts. We'd like to know if the person has used up all that they're entitled to and not over-registered or trying to attend for free. Some times these people split their 10 breakfasts and bring a co-worker, so they might use 2 tickets at once, thus reducing their total allotment. We'd like the system to be able to give this kind of flexibility, but also to track usage. And it probably wouldn't be bad to have an e-mail generated to these members letting them know where they stand on their allotment, so that they're also aware and monitoring the usage of their coupon.

        I hope that this is helpful to others.

        [quote user="CJoeG"]

        Hi,

        The new feature for multiple event registrations is a very significant step forward. However, it falls short of being useful to one of our main customers. That customer stages races which include teams of up to 8 people (but no more than 8).

        Here is a list of features which they need to be in place in order for this important new feature to work for them. They are looking for the ability to:

        1) set a limit on the number of additional people who can be registered (e.g, 7 additional or 8 total),

        2) update the list of additional people registered (by the original registrant) until a specified date (e.g, add two people now and then add more people later until the time limit, and max registration limit (see #1 above) has been reached), - After further testing it seems that the original registrant can keep the registration in a "Pending" state that may resolve part of this issue!

        3) create a registration for the initial registrant and associate it with a group/team name,

        4) either: list the name of the registered groups/teams (not just the name of the person which created the initial registration) so that a person can search the list to ensure uniqueness, or the ability of the system to veryify uniquiness of a field (group/team name in this case),

        5) specify the exact number of characters of a text field on a registration form (group/team name can not be more than 20 characters long on two lines of no more than 10 characters each), and

        6) modify the wording of "guest" to something more appropriate on the registration form (e.g, team member, etc.),

        The customer's original request asked for the ability of "guests" to add themselves to a named "team", but requiring the person that created the original registration, (the team captain) to add the other members will work with a modification to their team registration work flow.

        I look forward to working with you to understand these requested features in more detail.

        Joe

        [/quote]

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        I would appreciate input from others who might have use for something like this. Please post your comments here.

      • CJoeGCJoeG commented  ·   ·  Flag as inappropriate

        Hello,

        Group registration for our cutomer requires a Team name (text field), as well as a team Category (radio buttons). (See other wish list items re: text field length restrictions and field value validations).

        Currently this information is required to be filled out during registration for every group (team) members. We are requesting that there be fields for group event registrations which are only required to be filled out for the first registrant.

        This allows the registration of groups to be done with much less redundant information, and will eleminate possible input errors which can cause registration problems at the event.

        Thanks,

        Joe

      • CJoeGCJoeG commented  ·   ·  Flag as inappropriate

        Hi,

        We need a text field type which can be validated to be Unique for registrants for an event. This request seems similar to the email address field in the Contact Database, but unlike that field which looks through all contacts, this field need only be unique for all registrants to a particular event.

        We register teams for some of our events and allow them to create unique team names, of a specified maximum number of characters, for thier team. Each team name MUST be unique, but there is no way for this to be enforeced currently.

        This is one of several requirements which I have added to the wishlist in order to make group registration work for our client, a large organizer of road and trail running events.

        Thanks,

        Joe

      • CJoeGCJoeG commented  ·   ·  Flag as inappropriate

        Hi,

        The new features for registering groups for events is a signingicant step in the right direction. Great work!

        Since we register teams of certain sizes, we need to make sure that the team has at least two members and not more than some larger number. It can not be indefinite.

        This is one of several smaller features which we need to make the new group event registration work useful for us.

        Thanks,

        Joe

      • Dmitry ButerinDmitry Buterin commented  ·   ·  Flag as inappropriate

        Joe, I appreciate the feedback. In our work on multiple guest registrations we have reviewed dozens request we have received of the last 3 years and tried to design the simplest and most common solution to meet the needs of as many people as possible.

        So we will monitor further feedback on this and prioritize accordingly. I would also suggest posting some specific enhancements in separate threads - they might get more votes/comments in this way, for example create a separate thread about limiting the number of guests.

      • Paul at PENPaul at PEN commented  ·   ·  Flag as inappropriate

        #1 is the addition I see as most necessary. For our membership-based events, we may only want members to bring 1 guest each. An optional field e.g. "Relationship to guest" would be helpful too, so we could make clear that only spouses and children can be brought as guests.

        A variation on this that would be useful is to only allow members to sign up other members, or certain types of members, or bundle members to sign up other members of their bundle. Our bundles are schools, and we would like them to be able to sign up teachers in groups, but not for teachers to sign up all their friends!

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