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Client LoginIf you were to poll the entire Event Wizard user base on why they originally decided to move to an online registration system, the overwhelming answer would probably be, automation. Freeing yourself of spreadsheets and the manual work that goes along with them is liberating to say the least. But is moving your registration form online all there is to it? It better not be! Take your automation one step further with features like capacities.
Capacities, or limits as some refer to them, allow you to enter a capacity for your registration form or to a certain question on your form. Managing capacities is simple and is done in two areas.
Let’s start with Registration Limit 
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Registration Limits refers to the total number of registrations allowed on your form. For example, if you want to put a capacity of 100 on your form, then you would enter 100 in Registration Limit.
After you have entered your Registration Limit it is very important to then fill out your Closed Message 
. This is the message that will take the place of your registration form when it reaches capacity. So, be as explicit as possible, maybe something like: Thank you for your interest in our 2012 Super Conference. Unfortunately the conference is sold out but we still have space available for the 2012 Super Duper Conference.
The other place you can use capacities is on a per question basis. Meaning a specific question can have a capacity or limit to the amount of times it may be chosen. If you would like to use capacities on form field questions, you must activate the setting within the A La Carte menu options for your event or they will not appear in the form field options 
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The form fields that can have limits include, radio buttons, checkboxes, dropdown lists and fee items. How do these work? Let’s use a radio button question as an example. This particular question asks if you would like to join the winery tour and only 25 spots are available. So we want to make sure the question is no longer available when 25 people answer ‘Yes’. Make sure to fill out your sold message so registrants know when a choice is no longer available.
When the question has reached capacity the sold out message will appear and the question will no longer be available.
Limits are a powerful but often underused setting on registration forms. Use them for breakout sessions, tours, merchandise and classes. Event Wizard has many automated features and capacities is just one of them.
Have you ever used capacities in a creative way like our friends at Glotman Simpson Cycling do for their cycling classes? Tell us about it in the comments.
Category : Event Wizard &Event Wizard Tips
If you’ve created more than a registration form using Event Wizard, you’re not alone. If you have no idea what I’m talking about, listen up!
Event Wizard is not just registration forms, it’s also micro-sites. Yes, you can create your own little event website, complete with event information, maps, programs or anything else you desire. These extra pages are located in your task list, under ‘Pages’.
When you begin creating a new site the only two pages that will appear by default are the Registration Page and the Thank You Page (the page that appears after someone completes registration). You must enable the Welcome Page and any Custom Pages for them to appear on your registration site. If you decide to create additional pages there are some URL settings that you need to be aware of first:
- By default your events URL will go to the Registration Page when that is the only page enabled
- If you enable the Welcome Page, the URL will then go to this page by default and not the Registration Page
- If you add Custom Pages, the URL will still go to the Welcome Page. Unless you do not have a Welcome Page, in which case it will then go to the Registration Page
That’s all fine but what if you have a Custom Page that has important information you would like your registrants to read before they begin the registration process and the default settings don’t make sense. If this sounds familiar, you’re in luck! To set your default page to something other than the registration page, follow these steps:
- Login to your event and navigate to your event’s edit menu
- Scroll down to the ‘Pages’ section and either choose Welcome Page, or Edit Custom Pages. When you create a new page it is automatically added to the Edit Custom Pages area.
- Find the check box labelled ‘Make this my default page’, check it off then click save.
At this point it doesn’t matter if your registrants click the default URL for your event, they will now land on the Hotel Information page first. If you decide later on in your event you would like to change the default page back to the registration page just un-check and re-save it. To override any of the default page settings you have created you can simply post the specific page URL instead of the default event URL.
Ensuring your registrants are being served the most relevant information first before starting the registration process is as easy as setting your default page.
Stay tuned for an upcoming post on how to create a custom landing page for your event…
Category : Event Wizard &Event Wizard Tips
Discount and complimentary codes are widely used in the registration world to provide discounted or free registration to certain registrants. It’s a quick way for VIP’s, Members, Speakers and Sponsors to handle their own registration and apply the discount they’re entitled to.
In Event Wizard these promo codes are set-up on a per fee item basis. This means that you decide which fee items are eligible for a certain promo code. So for instance if a conference fee and tour are eligible but transportation is not, you can set up your codes to reflect this.
When setting up your codes you can either create all of your fields first, then set-up the codes. Or first set-up your codes, then build your form and apply your codes afterwards. I prefer the first method as I personally think it lessens the chance of accidentally forgetting to apply a code to a fee item.
For this example let’s assume you have created all of the fields on your form and you are now going to create your promo codes.
First click on the Add Discount/Complimentary Code icon located in the eCommerce section of your edit menu 
. Once you’ve entered this screen you will see all of the fee items you’ve created listed out. Above this is a series of properties that each code will have, they are:
- Code Name: This is the actual code itself, i.e. Sponsor123
- Code Type: This is either Discount (1-99%) or Complimentary (100%)
- Is this a percentage discount?: Check this off if your code provides a percentage off. Otherwise the system will assume the number you have entered is the dollar amount off the price.
- Value: This is the amount of the discount
- Capacity: If you have enabled capacities on your form then you can use this field. This refers to the number of times the particular code can be used. If it is blank it can be used an unlimited amount of time.
In the above screenshot you will see that the discount of 25% will be applied automatically to the price in the table so you can see how your discount will affect the price. At this point, you will want to check off the fees your code applies to and click Save.
After you have saved your codes you can return to the Manage Discount/Complimentary Codes section of your edit menu to edit/delete the code.
The last step you will need to take is to add the Discount/Complimentary Code Input field. If you forget this step your registrants will have nowhere to enter the promo codes. To add this field go into Add Field and underneath the Financial section click on Discount/Complimentary Code Input. Enter the label for the field and click Save. This field can be treated like any other you create. I suggest keeping it near the bottom as it’s typically the last step a registrant will take before submitting their registration.
Once registrants start using the codes you can view these people on their own in your reports. Once you login to your reports click By Discount Code in the drop-down menu. Here you can see who has used what codes.
Click View Registrant Details and see exactly how the discount was applied to a certain registration.
Use the discount/complimentary codes within Event Wizard to create a seamless automated promo code process. If you have any questions on how to use the codes let us know in the comments.
Category : Event Wizard &Event Wizard Tips
If you’re seeing colours on your My Events page, don’t worry nothing’s wrong, we all are!
We have a big release coming soon and the colours coincide with that release, so we’re adding them to the My Events page now to help you get used to them.
Here’s what each colour represents:
If you don’t see the colours you may need to refresh the page to see the update.
Category : Event Wizard &Event Wizard Tips
So you have an event and you want to charge a fee to attend your event, but you don’t have a payment gateway. You’re in luck! We do, and you can use it whenever you like with very little effort on your part.
Before I explain how to set-up the DotCom Your Event (DCYE) payment gateway, there’s a few things to know:
- We offer our payment gateway in either US$ or CAN$
- The payment gateway accepts Visa, AMEX and MasterCard
- The fee to use our DCYE payment gateway is 5% per transaction. So, if you charge a $100.00 fee on your registration form, we retain $5.00. Why do we charge 5%?
- to cover the merchant fees associated with Visa, AMEX and MasterCard
- to cover gateway administration costs and banking fees
- to cover the administration of the payments, chargebacks and refunds on your behalf
- Any Event Wizard user can use the DCYE payment gateway
- How do you receive your money?
- At the end of your event click the ‘reconcile’ button in your account. We will contact you after that to begin the payout process so you can get your money
- Need to pay for venues, catering, go-go dancers (we don’t judge)? During a live event you can invoice us for up to 80% of the funds received to date. To do this send us a support ticket and we’ll contact you to begin the process.
Now that you know all the details, let’s go over how to add the payment gateway to your event.
First, login into your account and navigate the Edit menu for your event. Once there, scroll to the section labelled E-Commerce and choose the Payment Process icon 
Once you are in this section you will see a dropdown box on the right side under Online Payment Options. Click that dropdown and choose the correct currency:
Once you’ve chosen your currency, you will then want to fill out all of the Invoicer Information so registrants know you are billing them under the DCYE payment gateway.
The last thing you’ll need to decide is what happens after a registrant clicks Submit on your form. You can either serve them a page that shows the registrant details, which is referred to as the ‘Thank-You’ page, whereby they will review and then continue to the payment page. Or, you can send the registrant directly to the payment screen, oddly enough referred to as ‘Direct To Payment’. The Thank-You page will be the default method, so if you would like the Direct To Payment option instead you must choose that under Payment Options.
Once you’ve chosen your preferred settings click Save and you’ll now be set up to take registration fees.
If you have any questions, post to the comments or send us a support ticket.
Category : Event Wizard &Event Wizard Tips
Linking has many useful applications but I would say the most useful is time-savings. Spend a bit of time setting up external web page or email links and you will create a quick and seamless experience for your registrants.
Setting up links within Event Wizard is quite easy. If you’ve ever set up a link in an email or a WORD document than you’re already halfway there. For this purpose we’ll use the Registration Page edit screen but you can do the following in any of the page/email/form field html editors in Event Wizard.
Open up the editor and highlight the text you would like to link.
In the editor menu click the ‘link’ icon and a pop-up window will appear. Click the Link Type dropdown box to choose whether this is a link to another URL or a link to an email address. This is important as those two link types behave much differently. One will simply open a new web page and the other will open a new email with the recipients email address in the ‘To’ field.
Once you have your destination URL entered you may also want to set-up how the link will open on the Target tab of the pop-up window. I recommend having all external links open in a new window so that your registrants do not have to leave the registration site or page. That will be the setting called New Window (_blank).
If you want to simply link to a PDF or another file that you’ve uploaded, read our post on Uploading & Accessing Files in your Event Wizard Account.
Once you have completed the link settings and clicked OK, make sure to save the new hyperlinked text in the editor.
That’s it, you’re now a link creation pro! If you need any help let us know, there are plenty of ways we offer support.
Category : Event Wizard Tips
Whether or not you need techsupport, for any software or application you are using, it’s nice to know someone’s there to help if you need it. With that in mind, not all techsupport is created equally so be sure you know what the policy covers before you commit.
We are sometimes asked what support we offer for Event Wizard. As a result we have refined our policy to cover all points that may come up before, during and after your event. You can read our one-page policy here, which I might add is written in very plain English without any asterisks or ‘exclusions’ on the page.
The bottom line is, we want you and your event to be successful so if you need help it’s readily available for free and quickly. If there is a help topic you don’t see anywhere let us know in the comments.
Category : Event Wizard &Event Wizard Tips
Let’s cover some basic points before we get into how you upload and access files within your Event Wizard account.
- All of the files you upload to Event Wizard are contained in your My Files section
- These files can be accessed from any event you’ve created
- You have 99MB of space in your file bank
- Allowed file types include .jpg, jpeg, .gif, .png, .pdf, .xls, .xlsx, and .swf
For the purpose of this post let’s say you had an agenda in a .pdf you wanted accessible on your registration site for download, even though the process for uploading your files will be the same for any allowable file type. The first thing you’ll do is go to the My Files section of your account 
and click Upload New File. Search for the .pdf on your local hard drive and upload. Once the file is uploaded it is now permanently stored within your My Files until you delete it.
To access your newly uploaded .pdf you have two options:
Option 1 – Your .pdf will be at the top of your My Files list, this is the case for any new file you add. When you click on the name of the file it will open in a browser tab.
Copy and paste the URL of the file when it opens and navigate into the events task list that you’re working on. Choose the area you would like the agenda to be available in, for instance the top of the registration form. Once you’ve opened the registration page editor you can simply paste the URL into the editor or hyperlink an image or text.
Click OK and be sure to save the changes when you’re done.
Option 2 – For this method you do not have to copy and paste the files URL after uploading it. Simply navigate to the registration pages editor and highlight the text or image as you did above, except this time when you click the hyperlink icon and the box appears, you will choose ‘Browse Server’. This will open your My Files bank so you can choose from any file you’ve uploaded.
Click OK, save the changes are you’re done! This same method should be used when accessing any photos or logos, except you will click the picture icon in the editor instead of the hyperlink icon.
Use the My Files section in your account to store any file types you may want to embed or link to from your registration site.
If you have any questions, let us know or post to the comments.
Category : Event Wizard &Event Wizard Tips
Let’s face it, building a fantastic registration form is not quite enough. Yes, it collects all of the information you require, creates a seamless registration experience for your users and carries over your brand standards perfectly, but if nobody knows about it they won’t register. You hear it all the time – offer early bird rates, create a contest, provide value and incentives to register. That’s fine, those tactics might work when people already know about your event but they do a poor job at making people aware of your event.
Just like your regular marketing strategy should include social media, so should your event marketing strategy. If it doesn’t don’t worry, we’ll assist you with the actual execution with our built in social media promotion tools.
There are two ways for your event to be promoted in Event Wizard. The first is from the edit menu of your event, which is usually where users will post to various social platforms when an event is first made live.
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The second is from the registration form itself using the original event registration social media bar located at the bottom of every registration form. The options in this bar can be turned off if you’d prefer, but that’s like having a party and locking the front door. That said, maybe you have an internal event and you don’t want it promoted, then the option is there.
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This is where registrants can help promote your event for you, by telling their friends and colleagues via their social platforms. The other great thing about the social media bar is that it provides an indication of how popular your event is. The reality is, an event that has 50 tweets and 40 likes looks good. Not only for your event but for you. For me? Oh yes, think post event reporting. Wouldn’t you like sitting in your debrief meeting proudly boasting how your event had 500 registrants, 75 likes and 300 Tweets?
There is one very important aspect to all this promotion stuff. You need to describe your event in detail or it’s just a random link without a title.
To do this, ensure you’ve filled out your page titles and event properties as much as possible. You’ll save your users from posting just links and you’ll have more control over what’s posted.
Lastly, follow @dotcomyourevent and we’ll retweet your event tweets whenever we see them. Now go promote that event!
Category : Event Wizard &Event Wizard Tips
If you are collecting fees on your registration form and decide to use the DotCom Your Event payment gateway, you may be wondering how you get the money you brought in. The process is quite simple actually, and the best part is, you have to do very little work from start to finish.
If you’re at the stage of setting up your event, you’ll first want to add the DotCom Your Event payment gateway in the ‘Payment Process’ section of your events edit menu. Make sure to choose the correct currency when doing so as there are two gateways provided, one for Canadian transactions and one for US transactions. You’ll then want to set-up the remainder of your event, complete with fees.
After your event is over login in to your account and navigate to the edit menu. On the eCommerce line there is a task labelled Reconcile Event. Click this task and an automatic email will be sent to our financial department. They will then email you a spreadsheet summarizing the financials for your event including our 5% fee for eCommerce. You will then invoice us for the amount shown on the spreadsheet and a cheque and final report will be immediately sent to you.
If you need interim funds you can invoice us at any time during a live event for up to 80% of what we have collected to date. These advance payments will be included on the final spreadsheet summary.
Should you have any questions about using our gateway during your event please let us know.
Category : Event Wizard &Event Wizard Tips
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