Overview of ChurchSuite's event sign-up process
We've made it really easy for people to sign-up to events in your church's calendar. If you're planning to enable sign-up for an event, you may find it useful to walk through how the process works from the user's experience. The experience is the same on both desktop and handheld devices; and in a web browser or one of our "apps".
Depending on an event's visibility settings that you set, people may have accessed your event page (and the sign-up form within that page) in a variety of ways, including...
- Embed - the public-facing, web-embedded church calendar, featured event embed,
- My ChurchSuite - the member-facing platform, which includes a "My Events" section,
- Connect - the Sunday-facing Event List application within Connect, or
- the Event page URL, which you might distribute as part of your promotional email communications for events.
How does it work?
When a person is viewing an event page the page displays all the important event information they need to know.The "Tickets" button floats at the bottom of the screen alerting the user that tickets are available. If tickets are not available (either because the event has passed, the sign up period is not open, or there are no more tickets available), a message is displayed on the event page and the "Tickets" button is not visible.
Scrolling to the "Tickets" section, or clicking the floating "Tickets" button, scrolls the page down to the event sign-up form. The content of your event form will depend on the ticket(s) you have created and any custom event questions you may have specified. Here's an example.
For those signing up through My ChurchSuite, their contact details will be automatically 'populated' into the contact detail boxes; otherwise contact details need to be entered. Fields marked with a red star are "required" fields. ChurchSuite requires at least a first name, last name and email address. Some of your event questions may also have been set as "required".
At this stage the user can select "+ Add additional ticket" to sign up for tickets for additional people.
Before proceeding to the checkout, the user will be required to provide confirmation that they have read, understood and accepted your Data Protection statement (Privacy notice) - a link to your church's statement is provided. If no data protection statement has been added (Administrator > Profile), the consent checkbox will not be shown.
Clicking "Proceed" displays a checkout summary, listing all tickets and form details that were selected. For "Pay" events a message alerts the user that payment is required - to Pay by card to complete the sign-up process...
...and for "Free" events the "Pay" step is replaced simply with a "Confirm" step.
Card payments for your events are processed through Stripe (as part of the Stripe integration with ChurchSuite that you will have previously set up). Stripe provides your sign-ups with a secure payment gateway and handles all the authentication and payment authorisation processes. Importantly, no monies are handled through ChurchSuite; they are paid direct from the sign-up's card merchant into your church's bank account (net of the transaction fee).
Once the payment has been successfully processed, the progress indicator bar displays to show the sign-up was completed successfully. The page can now be safely closed.
Designated event overseer(s) will receive a sign-up notification (if the "Notify sign-ups" option is set for your event)
Each sign-up will receive a sign-up confirmation email. The confirmation email will include the person's sign-up contact details (present in a obfuscated form), and full details of the event, tickets and sign-up question responses, payment transaction details and a QR code that can be optionally used for event check-in.
You may have created a customised Confirmation for your event; in which case the sign-up confirmation information above will be added to the end of your customised Confirmation.
Successful sign-ups show immediately in the "Sign-Ups" section of your event in the Calendar module. You can filter long lists of Sign-Ups by Ticket [type], [payment] Status (only visible if there are 'pay' tickets on your event) and by whether sign-ups exist in your Address Book, Children module or not in ChurchSuite.
For events with custom questions, you can also filter based on question responses (for all question types except 'Paragraph' types, and except where the number of response choices are disproportionate to the number of sign-ups. In this scenario, use "Download sign-up list" or "View all signups" to see that level of response detail).
Using the buttons at the top of the Sign-Ups tab you can easily communicate with your sign-ups - including options to selectively filter which sign-ups you want to communicate with. And you can download a sign-ups list to a CSV format file - the file includes all the sign-ups' name and contact details, tickets, payments and question responses; or click "View all signups" to get a quick snapshot of your signups on screen. Selecting "Add" gives you a variety of 'add' actions you may wish to process - perhaps to add a Key Date or Tag to all the sign-ups, or to add sign-ups to a Flow.
You can also "Add sign-up" to manually add a sign-up to your event for any ticket type. This may be helpful where someone calls the office asking to sign-up for your event. Manual sign-ups for pay tickets will show as 'unpaid' until a 'paid' amount is recorded against the sign-up.
The "Add sign-up" window opens (shown below) and you can then enter the sign-up's details - whether the person is in your ChurchSuite database (and search for them), or not in ChurchSuite (and enter their contact details). Select the sign-up method, date and the appropriate ticket (if there are multiple ticket types) and details of any payments manually received (for 'pay' ticket types the person's sign-up will show as 'unpaid' until such time as a payment is added). Finally, select whether to send an email confirmation to the sign-up and/or a notification to the event overseer(s). If there are questions for your event, you'll be able to enter the question responses too.
Back on the list of sign-ups for your event, clicking the action cogwheel options next to any sign-up provides options to view or edit the sign-up, to resend an event sign-up confirmation email, to process a full or partial card payment refund (only visible if the ticket was paid online by card). You cannot delete sign-ups that have paid online - you can only refund them (which will cancel their sign-up). A "Remove sign-up" option will be available (not shown in the image below) for sign-ups that didn't pay online. Notice also the options to Add contact/child. These will only be visible if the sign-up hasn't been matched to an existing person in your database. Subject to your data protection policy and the person's consent, you can easily add the person to your Address Book or Children module - a new contact profile will be created with their sign-up name and contact details and the sign-up will be automatically linked to their contact profile.
Whenever changes are made to a sign-up, a change log is maintained detailing the date, user and details of the changes made. Click "View sign-up" to see the change log. In this example below, the sign-up date/time is in the top right corner, and the subsequent change log at the bottom of the page. Change logs are recorded for changes to ticket types, sign-up question responses and payment details; making it really easy to keep track of the changes.