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Differentiating Registration Features

  • 1.  Differentiating Registration Features

    Cvent Staff
    Posted 01-14-2021 11:40

    Hello, all! We're back with our next edition of Tip of the Week. Whether you are getting ready to migrate over to Flex from Classic events, or you have already been using Flex for some time, there are many features that function exactly the same between the two event types. With those, there can often be uncertainty as to the best practices and purpose behind those various features. Therefore, we want to take some time to provide further explanation and examples amongst Registration Types, Registration Paths, and Admission Items. Thanks @Ginger Swart for the suggestion! 

    First, I want to share an excellent visual from one of our Knowledge Base articles that provide a great outline for these features:

    Registration Features


    Registration Types: Registration Types determine what groups of invitees see during registration, what items they can select, and how much those items cost. Registrants can only have one Registration Type per event. Types are configured within Overview > Registration Types. Here, you can either create new types for the event, or use existing types from your account.

    A few examples of how Registration Types can be used:

    • To assign different fees across the event, such as $50 for general attendees, $100 for exhibitors, and $0 for staff.
    • To control which Admission Items are available, such as day passes for general attendees, but only a 'staff pass' for staff.
    • To control which Sessions are available, such as an exclusive reception for VIPs, or a closed break-out session for members only.
    • To control which Optional Items are available, such as only members get to add on a member T-shirt for the event.
    • To control which Registration Questions are asked during the registration process.

    Now, the three features mentioned can often be used in similar ways, which is why we want to outline those scenarios, as well. One note is that in order to configure your Registration Paths, you must associate the Registration Types to those unique paths. Therefore, if you are looking to set up Registration Paths, you will have to first determine which types will belong to which path. Perhaps there is a 1:1 ratio between your Registration Types and Registration Paths. Perhaps, you have only a few paths, and one contains two similar Registration Types. The choice is up to you and how your event should be structured.

    Registration Paths: Use your Registration Types to further personalize the registration process by creating additional paths and customizing the content for each.

    A few examples of how Registration Paths can be used:

    • To control which Contact Fields are presented during the registration process, such as Member ID for members but not for general attendees.
    • To control the payment method for the path, such as online payment for attendees vs. check for sponsors.
    • To control which travel options, if any, are available during the registration process.
    • To control if guest or group registration is available during the registration process.
    • To control privacy settings, such as an invitation-only path for VIPs vs. a public path for general attendees.
    • To control registration approval settings from one path to another, such as enabled for attendees and disabled for staff.
      • & there is even more! Check out this article for all the information.

    Admission Items: Consider these your 'ticket' to the event. You can have one generic Admission Item, or you can have multiple. When you create multiple, you have various settings to customize the registration process further.

    A few examples of how Admission Items can be used:

    • Simply for a selection process, if you would like to show different "ticket levels" in your event for Full Conference, One-Day, Virtual Pass, etc.
    • To associate Optional Sessions, therefore controlling which Sessions are automatically included in an invitee's registration. An example here would be for a VIP item to automatically include all VIP sessions on their registration.
    • To control Optional Session Availability. Our go-to example here would be when separating Admission Items based on the days of the event. If you have a Thursday-Only Admission Item, you will only want the sessions taking place on Thursday to be available to those selecting the item.
    • To set rules for Optional Sessions, meaning a minimum and maximum number of sessions each invitee can select.
    • To set rules for Optional Sessions, meaning you can control which Optional Items are available to those who select the Admission Item, taking it a level further than only using Registration Types.

    There are many ways to use these features, which is the great thing about the robust Cvent platform. We hope these examples helped define each feature a bit more when building your events.

    • Do you have any helpful examples to share that differentiate the use case between each feature?

    Share any ideas, questions, or feedback below! #CventTip

    *Note: We will no longer be including "Tip of the Week" in the discussion subject line. If you are looking out for these discussions, be sure to keep an eye for our #CventTip tag!


    #Classic-Creating/ManagingEvents
    #Flex-Creating/ManagingEvents

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    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
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  • 2.  RE: Differentiating Registration Features

    Posted 01-18-2021 12:08
    Just to clarify, every event has to have an admission item but sessions are not required - correct?

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    Kim Abbott
    North Carolina Electric Membership Corporation
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  • 3.  RE: Differentiating Registration Features

    Posted 01-19-2021 09:14
    Hi @Kim Abbott,
    Correct. An event does not have to have sessions.​

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    Jill Campbell
    Chubb INA Holdings Inc
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  • 4.  RE: Differentiating Registration Features

    Cvent Staff
    Posted 01-19-2021 09:58
    Hi Kim,

    Yes, @Jill Campbell is correct - Sessions are not required in an event. If you do not require multiple Admission Items, the system will default all registrants to receive one "Event Registration" item automatically.

    Thank you for the collaboration, Jill! Please let me know if you have any additional questions.

    Best,

    Danni

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    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
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  • 5.  RE: Differentiating Registration Features

    Posted 01-19-2021 15:18
    I created an event last week that has two admission items, but no sessions.  I was curious because I keep getting an error when I publish that says "There should be a Sessions widget on a Registration Process page."  I can select to publish anyway but I thought it was odd since I don't have any sessions.  
    Most of our events have admission items and sessions.  


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    Kim Abbott
    North Carolina Electric Membership Corporation
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  • 6.  RE: Differentiating Registration Features

    Community MVP
    Posted 01-20-2021 08:26
    Hi @Kim Abbott!  I had that issue once as well. I think it may be a "bug." I only had one admission item.  What I did, as per the suggestion of Cvent Client Services, is to turn on the session feature, add a session widget, but​ then turn off the session feature and the warning went away.  I can't remember if the session widget went away or if I had to then go delete it.  I just looked back at the notes and they are not very detailed.  :(  But the issue has a work around.

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    Michele Gebrayel
    Corporate Event Manager
    DuCharme, McMillen & Associates, Inc.
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  • 7.  RE: Differentiating Registration Features

    Posted 01-20-2021 08:37
    Thank you  Michele!  I had the session feature turned on so that fixed the problem.  Lesson learned.  I copied this event from a previous event that had sessions.  



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    Kim Abbott
    North Carolina Electric Membership Corporation
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  • 8.  RE: Differentiating Registration Features

    Posted 01-20-2021 09:35
    Hi Kim,

    I've recently learned FLEX requires an admission item during the registration process when there is more than one admission item. Registrants do not need to select the admission item. It will automatically be noted as "Selected." Hope this helps.

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    Kit Stanford
    Sr. Meeting Planner
    World Travel
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