Set up event registration

You can set up event registration if you want to invite select people to an event or if you want to monitor and manage the attendance of an event.

• Event registration setup procedure
• Detailed descriptions of the Event Registration settings
• Notes about the Sign Up and Wait List buttons
• Create your own registration questions and forms.

Note To set up event invitations and registration, the event needs a distribution list. You set up an event's distribution list on the Distribution List tab of the Event form. Learn how to set up an event distribution list.

How to set up event registration

1. In your Trumba editing environment, display the calendar, open the event for which you want to set up event registration, and click the Event Email tab.

   If you're creating a new event, click Add Event above the calendar, enter the event data, set up its distribution list, and then click the Event Email tab.

   Note If you set up registration for a recurring event, the settings automatically apply to each occurrence of the event in the series.

2. For Registration, select the Send invitations to register for this event check box.
3. Select the Event Registration tab, and then select the event registration features you want.
4. (Optional.) Back on the Event Email tab, schedule event reminders to be sent by email at a specified amount of time before the start of the event.
5. Click OK to save your event and invitation settings and send the invitation.

   The invitation is sent immediately, and any additional reminders are sent automatically at the time you specify.

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.

1. Send invitations to register for this event Select when you want to receive an email message each time someone accepts an invitation or signs up to attend the event.

   If you invite people to a repeating series, they can respond to each event individually. If someone accepts three events in a series and declines two, you'll receive two emails: one for all three acceptances and one for the two declines.

   Tip All responses are recorded on this Event Registration tab. You might want to receive email responses if you don't frequently check your Trumba calendar, but otherwise it's not a critical step in tracking responses.

2. Open sign up for this event Select when you want the invitation to be open to anyone who can visit your published calendar.

   A Sign Up button appears next to open-invitation events on your published calendar. Anyone can sign up to attend the event.

   Notes and troubleshooting tips for Sign Up and Wait List buttons

3. 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.
4. 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.

5. Registration form If you have created a custom event registration form, you can select your custom form to use it for the selected event.
6. Registration limit Choose the maximum number of people who can sign up for the event.

   If you choose any value other than None, another setting appears to give you the option to start a waiting list when the registration limit is reached.

7. Max guests / registrant Allows attendees to specify how many guests they intend to bring to the event.  The maximum number of guests that an attendee is allowed to bring is based on an organizer-specified value.
8. Create waiting list when fully booked Appears only when Registration limit is set to something besides None. Select to allow people to click a Wait List button that appears on your calendar when the reservation limit has been reached, to add themselves to your waiting list.

   If you enable a waiting list, people can only accept or decline an invitation. They can't sign up as tentative.

9. Response deadline Select the amount of time before the start of the event after which people can no longer sign up to attend the event.

   For example, if you set a response deadline of one day, people who try to sign up less within a day of the event see the message: The deadline for responding to this event has passed. In addition, after the deadline has passed, Sign Up buttons no longer appear on your calendar.

10. Response notification Select who should receive notification email when someone responds or registers for an event.

    The list of options available will always include None and the email address of the account owner. Any groups listed in the account address book will also appear in this list.

    

    Use the group address option to inform multiple people when someone registers. If you select a group, when people register for that event, all email addresses in that group will receive response notification.

    Note You may want to set up a group specifically for this purpose in your address book to ensure it contains only the email addresses who should receive registration notification.

Notes about Sign Up and Wait List buttons

• The Classic Month, Classic Multi-Week, News, Map, Compact List, List by Month, Labeled List-Date, Detailed List-Date, Detail List-Description, Label List-Description and Photo Events calendar views do not support Sign Up and Wait List buttons. If your calendar uses one of these views by default, calendar visitors can click the event description, and then click the Sign Up link on the event details page to sign up for an event.
• After the registration deadline for an event has passed, Sign Up and Wait List buttons no longer appear next to the event.