Event Options

Use the Event Options page to configure event settings and to turn modules on or off for the event.

Access via: (Event) > Plan > Configure > Options

Jump to:  
||  Global Settings  ||  Waitlisting & Waitlist Queue  ||  DDF Date Format  ||  Template Settings  ||  Custom Reg Properties  ||  Functional Areas  ||  Intranet Settings  ||

Videos: The Certain Academy "Event Configuration" course

Global Settings

 Video: Global Settings (2 min.)

You can specify the following options:

• Reformat data provided by registrant – This option converts text entered by attendees on the registration form, and text entered by planners on the Planner-side of Certain, to a standard format. This makes it easy to send data to systems that require a standard case format.
  
  Note: This only applies to data entered after you have saved this setting. It does not change text already entered.
  
  Note: By default a large number of fields are affected, but that list can be restricted by your Administrator, on Account Settings > Registration > Data. (See that topic for a full list of fields.)
  
  Select one of these options:

• • Store data as entered – Store all data in the Certain database exactly as it was entered, with no conversion.
    Example: John Smith -> John Smith.      John smith –> John smith

  • Convert alphabetical data to UPPERCASE – Format text as UPPERCASE.
    Example: Executive -> EXECUTIVE      John Smith –> JOHN SMITH

  • Convert alphabetical data to lowercase – Convert text to lowercase format.
    Example: Executive -> executive      John Smith –> john smith

  • Convert alphabetical data to TitleCase – Convert text to Title Case format. Title Case is defined as the writing of a word (a continuous string of alphabetic characters with no spaces) with the first letter in uppercase and the remaining letters in lowercase.
    Example: I drove into San Francisco –> I Drove Into San Francisco      John Smith –> John Smith

• Prompt User for Optional Notes After Each Change – This option enables you to enter a note or comment about each change you made in the system. It can be useful to note the reasons why a change was made, especially when multiple users are working on the same event.
  Any descriptive text stored in the system is saved in the Description field in the History Record, accessible via Manage > Registrations > History or Profiles > History. You can leave the note field blank and click Commit Change.

• When Primary Registration is Cancelled – This option determines how Certain handles additional registrations when the primary registration is cancelled. The following options are available:

• Also Cancel Additional Registrations (default setting) - Check this box if you wish to automatically cancel any additional registrations when the primary registration is cancelled.

• Break Original Order (Additional Registrations Become Responsible for their Charges) - Check this box if you wish to break the original order into separate orders, so that additional registrations become responsible for their charges.

• Incomplete registrations count against capacity/inventory for [  ] minutes after their last modification – The amount of time (in minutes) that an incomplete registration will count against capacities or inventories (of Attendee Types, Agenda Items, Event Registration Capacity, Groups, and Room Reservations).
  Default: 10 minutes.
  Allowed: Any integer between 0 and 360,000. (360,000 minutes = 250 days).

Caution: If this is set to less than 10 minutes, registrants may not have enough time to complete the registration form before their reserved items are released back to being part of the event's available capacity or inventory.

Best Practice: Do not change  this value while the event is live (that is, accepting registrations). Doing so could cause one or more items to become oversold.

• Event level default Google Analytics Tracking ID – If you would like to use Google Analytics to track page visits for your event's registration site, enter your Tracking ID here. The ID will be inserted in the event's display shell, and added to all event forms and web site pages.

• • You can optionally insert a separate tracking code at the form level.

  • A Google Analytics Tracking ID should look something like this: UA-12345678-1.

  • For more information about obtaining a Google Analytics Tracking ID, see this explanation.

  • For full details of setting up Google Analytics in Certain, see this PDF guide: Using Google Analytics in Certain

  • For details of the cookies generated by Certain forms and websites, including for Google Analytics, see the Certain Cookies PDF guide.

Event Template Settings

• Mark this event configuration as a template to copy for future events –
  Select this check box to use the event as a template for creating future events.
  It will be included on the Events > Templates page.
  Best Practice: Avoid marking an event as a template unless it is to be used only as a template.
  Events marked as templates are not listed on the Event List page.
  
  When this option is selected, the following  are also displayed for you to complete:

  • Template Image – Upload an image to be shown as a "preview" of the template for selection on the Events > Templates page. Size required: 200 x150.

  • Areas to Copy – Select the functional areas to be selected by default in the Event Copy Wizard;the ones to have their data copied when an event is based on this template event.
    Most areas are pre-selected, where relevant, if they are already selected for the template event; see 'Functional Areas' below.
    Note: The selected areas are only used as defaults when an event is copied via the Events > Templates page.
    They are not used when an event is copied from the Event List.
    
    Caution: The following two specialized areas are not pre-selected automatically; you can select either or both if required.
    • 'Enable Form Post Jobs'
    • 'Copy Campaign IDs into new Trigger Marketo Campaign jobs?"

Automatic Event Waitlisting

• Enable Event Waitlist Automation – Select this to have registrants automatically waitlist for the event when it’s full.

  • If spaces become available, waitlisted registrants are then registered automatically.

  • See Event Waitlisting for a brief overview, or the Automatic Event Waitlisting Guide for full step-by-step details.

  • You must first set a Registration Capacity on Plan > Event > Details.
    Otherwise this check box remains disabled.

  • The following fields are only displayed if this check box is selected.

• Waitlist Status – (Required) Select the Registration Status to be applied to a registrant who joins the event waitlist.
  This can be:

  • a standard status such as ‘Waitlist Hold’

  • or a custom status (created in Plan > Event Setup > Custom Statuses)

The only statuses available in both cases are those categorized as “Pending”.

• Upon acceptance from waitlist – A sub-heading for the following two fields:

• Update Reg Status – (Required) Select the Registration Status to be applied to a registrant who is moved off the waitlist by the automatic process and is therefore allowed to attend the event.

• Send Email – Select the  Communication Email Templates" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"email template to be sent to a registrant when the automatic process moves them off the waitlist.
  Why is this optional?

Event Waitlisting Queue

When a registrant goes onto the waitlist (see Automatic Event Waitlisting above), their registration is added to the Event Waitlist Queue.

This panel lists the event’s queued records; it isn’t shown until a registrant first joins the waitlist.

The records shown include all the Active and Complete registrations that have been queued, and whose Live/Test mode is the same as the event’s.

Note: They include those that have been processed; that is, changed from waitlisted to registered.

• Details shown for each record include:

  • Full Name

  • Waitlist In Date – When they joined the waitlist

  • Date Processed – When the registration was processed (if it has been, yet)

  • Queue Order – 1 = first to join the queue

  • Is Processed? – Yes or No

  • Source – Automatic or Manual (if processed)

Dynamic Data Field (DDF) Date Format Settings

You can select a date format to be applied to all date time Dynamic data Fields (DDFs), wherever you add them in the event.

Example fields: Event Start Date, Event End Date, Today, etc.

Example uses: Registration form sections, email templates, event websites, etc.

Custom Registration Properties

Custom Registration Properties are flags (Yes or No values) that enable you to track whether or not certain actions have been performed on a registration.

You can include up to 30 per event. None are included by default.

For each one you want to include:

1. Select the Show.... check box before its name; for example, "Show Property 1"

2. Enter a Label; for example, "Welcome Package Sent" instead of the default "Custom Property 1".

3. If required, select one or more Tags to apply for analysis purposes.
   The tags available for selection are only those that have Custom Registration Properties set as their Object ( by an Administrator on Account Settings > Management > Tags).
   The Tags column is not even displayed if an Administrator has not set up any such tags for your account.

   Technical Note: All tags are exposed via Certain's API 2.0. The APIs associated with the objects will return the associated tags if you include an includeList=tags attribute.

Video: Custom Registration Properties (1.5 min.)

These "Custom Reg Properties" are displayed below the Standard Registration Properties on the Attendee Profile page

And the actions of "Set <Custom_Registration_Property_Name>" and "Unset <Custom_Registration_Property_Name>" are available on the Mass Action drop-down menu on the Reports Results page.

Custom Registration Properties are used in a similar way to the Standard Registrations Properties (Complete, Badge Printed, On To Do List, Test).

You can set or unset them for attendees by selecting or clearing the check boxes on the Attendee Profile page or by using the Mass Action drop-down on the Reports Results page.

See the notes below about Logic and Import.

Example:

Your attendees must have a Welcome Package physically shipped to their business mailing address three weeks before the event.

Attendees could be in any phase of the registration life-cycle (paid, unpaid, pending, partial, etc.) when the Welcome Package is shipped, so you need a way of indicating that the package has been sent to a registrant.

You could create a Custom Registration Property called "Welcome Package Sent?" to indicate the status of the Welcome Package.

When you'd sent the package to an individual registrant you could then select the "Welcome Package Sent?" check box on their Registration Profile,
or to indicate that you had shipped the Welcome Package to a group of registrants  you could run a report and use the Mass Action "Set Welcome Package Sent?" on the Report Results page.

Caution: Once any* registrations have a Custom Registration Property set, the check box to the left of the Custom Registration Property here is disabled: that property can no longer be deleted or modified.
*Note: The only exception is for testing purposes:  You can change the label of a Custon Reg Property if the only registration(s) that have it set are test registrations in a live event.)

Logic: In a registration form you can assign Custom Registration Properties via form logic, using the "Set Custom Registration Properties" action (found under "Assign Actions").
You can also use them as conditions in logic rules, conditionally displaying content or performing actions based on these user-defined properties.

Importing: You can assign Custom Registration Properties when importing registrations: see  Registrations Import" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Import/Update Registrations.

Functional Areas Needed by This Event

Select the product modules needed in this event by selecting the appropriate check boxes. (The modules available are those available to your account.)

If a product module is selected, the corresponding section is expanded and individual sub-modules can be selected if there are any. For example, select the Appointment Module to then be able to select the Appointment Matching and/or other sub-modules.

The options you select determine the pages, form sections, and reports that are available in the event.

Video:Functional Areas Needed (1 min.)

When a product module is not selected, the entire section collapses, and none of its sub-modules can be seen or selected.

Note: The Event Module is permanently selected.

Note: When a new event is created, the Full CC Number Access options are set by default to the same values as the event’s account.

Intranet Settings

You can enter a value in the HTTP Referrer field to limit access to the event's registration forms.

If you enter a domain name (such as "www.example.com") here, the registration forms will not be accessible directly via their URLs but must be accessed via links from the specified domain.

Remember: if you use this option, you must provide your attendees with links to the form – either on your website or in an email sent from the specified domain. The HTTP Referrer Message will be displayed when someone attempts to access the form directly via its URL.