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; and in a web browser or one of our "apps".
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.
How does it work?
When a person views an Event Page they'll see 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), an appropriate message is displayed on the Event Page and the "Tickets" button is not visible.
For events without tickets and where event sign-up is open, the Event Page's sign-up for is titled Sign Up.
And for events with tickets and where event sign-up is open, the Event Page's sign-up form is titled Tickets.
In addition to the standard sign-up fields for Name, Email, Phone and Notes (which are always present), any custom questions created for the event will also be shown. 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 asterisk 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".
In addition to signing up for themselves, there is also the option to click + Add additional person/ticket to sign up for someone else, perhaps a spouse or partner. While an email address is required for the primary sign-up, the field is optional for additional sign-ups, thus removing a barrier to additional sign up if the primary sign-up doesn't know the email address of others in their party.
Before proceeding to the checkout, the submitter is required to confirm they have read, understood and accept your privacy notice. If no privacy notice has been added to ChurchSuite (in Administrator > Profile), the confirm checkbox is not shown.
Clicking Proceed displays a checkout summary, listing all sign-up details and question responses, and where appropriate, the tickets 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.
For "Pay" events, card payments are processed through Stripe (as part of the Stripe integration with ChurchSuite that you will have previously set up). Stripe provides a compliant, secure payment gateway and handles all the authentication and payment authorisation processes. Importantly, no monies are handled by ChurchSuite; they are paid direct from the sign-up's card into your church's bank account (net of the transaction fee). No card details are stored within ChurchSuite.
Once payment has been successfully processed, the Event Page progress indicator confirms that the sign-up was completed successfully. The page can now be safely closed.
What happens next?
Designated event overseer(s) will receive a sign-up notification (if the Notify overseer(s) option is set for the event).
Each sign-up will receive a sign-up confirmation email. The confirmation email will include the person's sign-up contact details (presented 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.
Successful sign-ups show immediately in the Sign-Ups section of the event's "View" page 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 the Sign-Ups list 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 sign-ups to see that level of 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 gives options to add assign a Key Date to 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 in the Sign-Ups list; at which point their sign-up payment status will update 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.
The cog actions menu on the right hand of each person in the Sign-Ups list has some useful options. 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 the sign-up isn't already matched and 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 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.