Overview of the event sign-up user experience

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 or course, you may find it useful to see the sign-up's user experience. The experience is the same on both desktop and handheld devices, as well as in a web browser or one of our "apps".

Introduction

Depending on the event's Visibility settings, 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.

Overview of the event page

Clicking through from your Embed calendar, My ChurchSuite, Connect or an event page link in a communication, the event page is a single, scrollable page with all the details of the event. Let's explore a typical event page - the actual content is dependant on each event's settings and whether sign up is enabled for the event. We'll begin with a free event and then look at a 'pay' event.

The event page is branded according to your ChurchSuite profile logo and colour styling (or the custom brand assigned to the event category). The event name is first, followed by social media share icons and the event's image and event's date, times and location. If the event is part of a multi-date sequence, a Dates section is shown listing the future dates in the sequence - click Load more will expand the list to show all dates in the sequence. Clicking on one of these other sequence dates will populate the event page for that event date.

Continuing down the event page is the About section, which is derived from the event's description field. You can maximise engagement by providing a comprehensive description of your event. You can even embed videos, images and external links - everything a prospective sign up needs to know! The Location section is next. Where the event settings have a location and postcode/zip code specified, the event is plotted on a zoomable map with a pin marking the location of your event. If necessary, you can even 'fine tune' the map pin's position.

Next, and for events with sign up enabled, the Sign up section is the form people will complete to sign up to your event - their Name and Email are required fields (designated with a red asterisk). For those signing up through My ChurchSuite, their contact details will be pre-populated into the Sign up form. Depending on the event's settings, there may be event questions (required or optional), and 'free' or 'pay' or 'pay on arrival' tickets and the option to Add additional person (for events without tickets) or Add additional ticket (for events with tickets). If you've uploaded your privacy notice to ChurchSuite, signups are only be able to Proceed if they have first ticked that they have 'read, understood and accept your privacy notice'.

Clicking Proceed displays the Confirm page summarising all the sign-up details and question responses, and where appropriate, the tickets that were selected. At this stage the sign-up has not been confirmed and a countdown timer at the top of the page indicates how much time is remaining to Confirm the sign up.

During the countdown an unconfirmed sign up is listed with a Reserved status against the event in ChurchSuite, and the ticket quantity is adjusted to reflect that a ticket is being sold. During busy sign up periods where multiple people may be signing up for an event simultaneously, the system ensures that unconfirmed sign ups are correctly reserved until either the countdown elapses, releasing the sign up reservation and preventing further confirmation, or the Confirm button is clicked.

Once the Confirm button is pressed, the sign up Success page is displayed...

...and the previously reserved sign up is updated to a confirmed sign up.

For " Pay" events, the user experience is similar. After submitting the form all the sign-up details and question responses and tickets that were selected are summarised. At this stage the sign-up has not been confirmed and the countdown timer at the top of the page again indicates how much time is remaining to Proceed to payment.

Clicking the Proceed to payment button displays the Pay by card section. Once cardholder details have been entered, the Pay button can be clicked to submit the payment before the time remaining elapses. In certain circumstances 3D verification may be required by Stripe as part of their Secure Card Authentication processes. Stripe provides a secure payment gateway and handles all the authentication and payment authorisation. Importantly, no card details are stored in ChurchSuite and no monies are handled by ChurchSuite - card payments are paid direct from the sign-up's card merchant into your organisation's bank account via Stripe (net of their transaction fee).

After the payment details are submitted, the sign up Success page is displayed to confirm the payment and the previously reserved sign up becomes a confirmed sign up in ChurchSuite.

What happens next?

Firstly, any designated event overseers will receive a sign-up notification (if the Notify of sign ups option is set for the overseer).

Each sign-up will receive a sign-up confirmation email. Should the primary contact use their email address for others they sign up, they will therefore receive the confirmation email more than once. The confirmation email will include the sign-up contact details (presented in an obfuscated form) for all those signed up at the same time by the primary contact. It will also include the 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. Please note that for online events where a URL location is present, no QR code is surfaced in the confirmation email.

Successful sign-ups show immediately in the Sign-Ups section of the event's "View" page in the Calendar module. You can Search within and filter long lists of sign-ups by [payment] Status (only visible if there are 'pay' tickets on the event).

Selecting Advanced Search enables further by filtering by Ticket [type] and whether sign-ups exist in your Address Book, Children module or not in ChurchSuite.

For events with custom questions, you can filter the Sign-Ups list by 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 you should Download sign-up list or View all sign-ups to see that level of question response detail.

From the Sign-Ups section you can easily Communicate with event sign-ups - including options to selectively filter which sign-ups you want to communicate with. Selecting Add (see below) gives options to add a Key Date to selected sign-ups, or add them to a Tag or Flow.

Calendar module Users with Manage permissions can also manually Add sign-ups. This may be helpful where someone calls the office asking to sign-up for your event, or if they cannot access your website or My ChurchSuite, or if the event is full and you wish to accept an occasional additional sign-up. Manual sign-ups for pay tickets will show as Unpaid until a record of their payment is added against their sign-up, at which point their sign-up payment status will update from Unpaid to Paid.

Selecting Add sign-up will open the Add sign-up pop up. Here you can enter the sign-up's details - whether the Person is In ChurchSuite (and search for them) or Not in ChurchSuite (and enter their contact details). Select the sign-up Method, Date and the Ticket (if tickets have been created for the event) and details of any amount Paid. For 'pay' tickets the person's sign-up will show as Unpaid until a payment is recorded. Finally, select whether to send a confirmation email to the sign-up and/or a notification email to the event overseer(s). If the event has custom question, you'll be able to add question responses too.

Click Save to add the sign-up. You can add further signups by clicking Add another.

The Action menu on the right hand of each person in the Sign-Ups list has some useful options - shown below. From here you can easily Resend confirmation emails, Edit and make changes to the sign-up, and View or Delete the sign-up. If the sign-up has processed a card payment for their sign-up you'll be able to Refund the sign-up - either a full or partial refund. You cannot delete sign-ups that have paid online - you can only refund them (which will cancel their sign-up). Notice also the options to Add contact and Add child. These will only be visible if you have permissions for the Address Book and Children modules and if the sign-up isn't already linked to an existing person in your database. Subject to your data protection policy and the person's consent, you can easily add new people to the Address Book or Children module by selecting the appropriate Add option. Adding a contact or child in this way will create their profile with their sign-up name and contact details and the sign-up will be automatically linked to their new profile.

You can View all sign-ups or Download sign-up list at any time. The sign-ups included in the view and download will respect any filters applied to the Sign-Ups list. For example, if you just wish to download a CSV file of sign-ups 'not in ChurchSuite', simply apply that filter to the Sign-Ups list first and then select to View or Download the sign-up list. To view or download a full sign-up list, ensure that all filters are removed from the Sign-Ups table.

Whenever changes are made to a sign-up, a Changes log is maintained detailing the date, User and details of the changes made. Click View sign-up to see the changes log. In this example below, note also the original sign-up date/time is in the top right corner, and the subsequent changes log at the bottom of the page. Changes logs are maintained for changes to a sign-up's ticket type, question responses and ticket payments; making it really easy to keep track of the changes.

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