For a recurring or multi-day event, on the Event Settings tab of the event page wizard, you will complete the Event Start and End Time & Date at the top of the page. Because you can edit the days available using the Schedule tab, you may want to consider limiting the duration for your recurring event to a few months. This will also limit how far in advance constituents can sign up for the sessions.
Under Financial Information section. Setting Free Event to YES will hide the price field from the Event Levels.
- You may also want to relabel the Registration Info Label to indicate this collects the volunteer contact information.
4. Our example will be a volunteer event with multiple activities available on various days.
5. If you would like to be able to use the Scheduler to do internal registrations, you can mark Show on Scheduler to YES.
6. If you share your event calendar with the public, you will set Show on Calendar to YES and select Use Ticket Level Available Days under Display Preferences. This will show each level that is available on each day that it is available. If you choose Use Event Start & End Date, the calendar will display the event across the entire duration of your event, which could be several months or more.
7. In the Ticketing section, toggle Display Quantity to YES to show how many positions are available on any day.
8. For the recurring event option where we will allow registrants to choose specific days from the calendar, toggle Recurring Event to YES.
- You can customize the label of the shopping cart under the Shopping Cart Caption.
- If you want volunteers to be able to sign up for only one shift per day, toggle Allow only 1 ticket level/day to YES.
- The Generate only 1 ticket feature can be marked YES if you want to enable a multi-day registration feature.
- The Allow Multi-day Registration toggle allows registrants to select a level, then choose the days to participate instead of using the standard calendar where the day is chosen first, then the level.
- Multi-day registration can also be restricted for internal use only, meaning that feature would only be visible to internal users who are logged into the software and using the same browser to view the page. Toggle Internal Only to YES to keep the multi-day registration hidden from the public view.
9. The feature needed to link your event to the Volunteer module is under the Advanced Settings near the bottom of the page. You must set Volunteer Event to YES on your event page in order for the Volunteer Registrations, Attendance and Scheduler pages to show your volunteer event. If this toggle is left as NO, you will not see this event as an option to track in the Volunteer Module, however it would still be visible in the Events Module.
10. In the Event Setup tab, you will add the different activities by clicking on+Add Level.
11. Note that if you have many activities that occur on the same day of the week, but occur at different times, like a morning shift and an afternoon shift, be sure to create a separate level for each. The calendar only allows you to select the day, not the time of day.
12. Add the details about the shift and activities to be performed in the Description field.
13. If the event was marked as a free event, the Price, Non-Refundable Fee, and Tax-Deductible Amount fields are not available.
14. You'll enter the quantity of spots available in the Qty Avail. field. You should always enter some quantity in here, even it is some very high number. This will help with the Scheduler tab when customizing which days are available, and which are not.
15. In the Level Purch. Limit field you can limit how many registrations can be made for this level. You should enter "1" if you do not want your constituents to sign up for anyone other than themselves. If you want to allow people to register more than one person one the same form, you can enter a maximum number or leave blank for unlimited additional guests.
16. In the # of Attendees per Purchase field, you typically enter "1" to indicate that each registration is for a single person.
17. You enter the shift times in the Start Time and End Time fields, and identify what days that level is available in the Days Available field.
18. You can also assign volunteers automatically to a Constituent Category and Subscribe to Email List in those fields.
19. If you would like to restrict who can sign up for a specific level, you could also add an access code by toggling Use Access Code to YES. Constituents will need to know and enter the correct access code to be able to register for that event level.
20. If you would like to automatically assign volunteer hours or credit units when the attendee or volunteer is checked in to the event, you can provide Time Tracking Defaults under that tab.
- Toggle Create time tracking on check in to YES.
- You can assign the Service Categories as desired.
- By default, you would need to check in and check out the volunteer on the Attendance grid to calculate the number of hours and minutes they worked.
- If you prefer to pre-populate the service time just based on checking in, toggle the Use level start & end time to YES to used the Start Time and End Time entered in the Level Info. You also can just enter the Hours - Minutes - Dollar Value to pre-populate those times.
21. Click Update to save the information.
22. Recurring events will activate a new tab called Schedule. This tab allows you to customize the number of positions (tickets) available on any given day. For example, if you have a recurring event that will happen over several months and there is a holiday in that time frame when your organization will be closed, you can customize how many spots are available.
23. This grid can be filtered and sorted like other grids in the software.
24. The example below shows that the organization will be closed for Independence Day on July 4th.
25. Clicking on the # of Tickets on that day, you can reduce the number of spots available to 0.
26. On any given day, you can reduce the number of spots available, but you cannot increase them.
27. Click on Save changes to save the schedule.
28. Use the Attendee Info tab cautiously. Capture Attendee Info & Event Questions is generally left to NO for recurring events because the registrant will need to enter the name and address for each session they select from the calendar.
29. If you allow registrants to sign up for others, you can toggle Capture Attendee Info to YES to collect the name and email for each person as well as any custom questions you wish to create using the Attendee Info Fields.
30. Or, if you only need to ask a few questions of the person registering, you can set Capture Event Questions Only to YES and then create your questions in the Attendee Info Fields. The questions will only appear once, regardless of the number of people or sessions they register for.
31. Click Save & Next when complete.
32. You can continue customizing the style and thank you message. When you get to the Preview & Publish step, your page will be ready to share.
33. On the registration page, under the Single Day Select option, the registrant chooses the day on the calendar to reveal what shifts (levels) are available on that day.
34. They will make their selection by entering a quantity in the QTY field, then click Add to Cart.
35. Any levels that required an access code, will have a link that requires entry of the access code to register for that level. The constituent will enter the code and click Apply. If the correct code is entered, they will be able to add a Quantity and Add to Cart.
36. They can continue selecting days and levels and each is recorded in their shopping cart. They can click the “x” to remove a selection.
37. When finished, the person completing the form will enter their information at the bottom of the page and click Submit to complete the registration.
38. If you activate the Multi Day Select option, instead of seeing a calendar, the registrant will select a ticket level (activity) and then see all the days available.
39. If you have a very long time frame, the registrant may need to toggle through the pages or edit the From and To fields.
40. The registrant would UNCHECK any of the days they did not wish to register for.
41. When finished, the person completing the form will enter their information at the bottom of the page and click Submit to complete the registration.
42. In either the single day or multi-day registration, on the Event Attendance grid, you will be able to see each constituent, the Ticket Level (activity) they registered for as well as which date they signed up for under the Event Starts On date column.
43. You can add filters to this column to show only registrations for specific days to date ranges for check in.
