Introduction
Team Registration Mode allows a user to register a team of participants for an event. The event can have a price per team, and/or a price per participant.
Example: Suzie runs a volleyball camp. She wants to host a volleyball tournament as a fun way to close out the camp season. She wants to keep the costs low for her campers and their families, so she is pricing it at $10 per team plus $5 per participant.
Getting Started - Creating the Event
Like creating any other type of product in Event Manager, begin by logging in and going to the Products tab. Click to Add a New Event, choose "event" as the type, and input a name. On the Main tab of your new event, please note that the Available count is for the number of participants (not the number of teams), and the Price value is for the price per team (not per participant). Add dates, pictures, and descriptions as normal, and then be sure to save your work.
Example: Suzie is an experienced Event Manager Administrator, but this is the first time she has created a Team Event, so she is going to take extra care to make it right. She goes through her usual steps of navigating to the Products tab and clicking to create a new event. She names it "Volleyball Tournament", and is shown the Main tab of her new event. She builds the event like normal, but is careful to input the total number of participants in the Available field, and the price per team in the Price field. She then adds her dates, a thumbnail, and descriptions, and then hits the "Save" button.
The Advanced Tab - Cart Options
There are many important settings to be done on the Advanced tab of your event to make it a team event. It is very important to choose a Product Group (which is used later for Team Management), and to input a number in the Participant Per that is greater than "1" (which used as a key indicator that this is a Team Event). The number put into the Participant Per field defines the maximum number of members of a team. Also, leave the Single Page Checkout toggle unchecked, and be sure to save.
Example: Suzie has a "Fun Stuff" Product Group already setup that she wants to use, so she chooses it. She decides that it would be fun for the kids to play with Beach Volleyball rules, so she inputs "3" in the Participants Per field -- two active players per team plus one sub. Knowing her campers so well, she thinks that it would be fun for the tournaments to be all ages. Suzie then hits the "Save" button.
The Team Tab - Team Options
After the Participant Per is set to more than "1" on the Advanced tab, a new tab appears -- the Team Tab.
In the Team Options section, check to indicate that this is a Team Registration event, ensure that the Product Group is correct, indicate the Team Member Price, and save.
Example: Suzie looks at the Team Tab for the first time. She indicates that yes, indeed this is a Team Registration event. She checks that the Product Group is correctly set to "Fun Stuff". She inputs that the Team Member Price is $5.00 -- this is the price per participant over the $10.00 price per team set on the Main tab. Suzie then hits the "Save" button.
The Team Tab - Fundraising
Purchasing a Team Event can result in Account Credit being added at either the Participant or Account level. These credits can be used for future purchases.
Example: Suzie wants to incentivize campers to take part in the Volleyball Tournament, and she wants to campers to build credit to put their foot in the door for camps next year, so she checks that the event is a Fundraiser, with a Credit Amount of $5.00 going to the Participant. Suzie then hits "Save".
Note: Users will need to know the Participant ID of the person receiving the funds. This is a system generated number, and so please contact us for assistance if necessary.
The Team Tab - Team Settings
When a user is creating a team, they can add team members from their account, or if it is enabled, they can also invite people to join their team via an emailed link. It is enabled via the Allow Invitations checkbox in the Team Setting section of the Team tab.
Team Events can have Divisions, Conferences, and Levels. They are helpful when organizing large team. They are defined as Lists. They can be shown or hidden, and they can be required or optional. This is done via checkboxes on the Team Settings tab.If they are shown and optional (for example), then users will see them when creating a team and have the opportunity to select them, but they can create a team without selecting anything.
Example: Most of Suzie's parents have just their kids as part of their accounts. Suzie wants to allow teams to contain members from different families, so checks "Allow Invitations," and hits "Save".
While Suzie's event will be small, she thought that it would be fun to have Divisions, Conference, and Levels. She clicks to enable them, but decides to not require them, and hits "Save". She then defines the Lists of values for each.
The Variations Tab
Like other types of events, team events can have Variations. This allows for multiple, closely-related events to be under a single umbrella.
Example: Suzie decides that she wants two have two different tournaments going on simultaneously -- one for the girls, and one for the boys. She creates her "male/female" event variants as normal, and then on the Variations tab, she updates the names of the variants to say "Boy" and "Girl" instead of "Male" and "Female", and then chooses how the variants will display on the Details page. Suzie then hits the "Save" button.
Forms - The Product Form
There are two types of forms that are important to Team Registration -- the Product Form and the Product Participant Form.
The Product Form is the team form. It is displayed when a user is creating a team.
Example: Suzie wants to have a little fun with her campers and their families during the checkout process. She creates a Product Form that asks the question, "What is your favorite sport?" If "Volleyball!" is chosen from a drop down list, then it triggers the display of "You Are Correct!"
Forms - the Product Participant Form
The Product Participant Form is the team member form. It is displayed when a user is indicating that a participant for a product is a team member.
Example: Suzie wants to serve treats at the end of the event. She wants to make sure everyone can partake, so she gives options to know how much to buy.
Setup Limitations - Assignments
Note that the assignments of Dependent Products, Required Products, Suggested Products, Discounts, and Fees are not supported with Team Registration. You have the ability to make these Assignments; however, they are not designed to interact with Team Registration and your results may vary. Since these assignments are critical to your revenue and customer experience, we strongly recommend ensuring no assignments of these types are made.
The Checkout Experience - Introduction
Purchasing a Team Event will be familiar to your existing customers. They can search or browse to the event, view it's details page, choose a variation (if created), choose participants, sign disclaimers, and pay. This experience can be tested by clicking View Product In Cart on the Main tab of the product.
Example: Suzie has carefully created her first team registration event, and now she is ready to test her work by viewing the product in the cart. She clicks on the button, and sees the Details page for the Main variant. She clicks to View the "Female" variant, and sees that a Create a Team button appears. She clicks it and logs into the site as a customer.
The Checkout Experience - Team Registration Page
The Team Registration page is where customers will define their name. They can input a name, choose an image, fill out product forms, and input a Participant ID for fundraising credits.
Example (continued): Suzie now sees the Team Registration page. Here, she calls her team "The Spikers", adds a nifty image, completes the form (of course her favorite sport is Volleyball), and (of course she's got what it takes). She then clicks "Save Team and Add Team Members.