Overview of the event sign-up user experience
We've made it really easy for people to sign-up to events in your calendar. If you're planning to enable sign-up for an event or course, you may find it useful to first understand the sign-up's user experience. The experience is the same on both desktop and handheld devices, in a web browser or through one of the ChurchSuite 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 events calendar or featured event embed feed,
- 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 to choose from. There will also be the option to either Add additional person (for events without tickets) or Add additional ticket (for events with tickets) - this option will always be presented and cannot be hidden, unless the event has no capacity for further sign-ups. If you've uploaded your privacy notice to ChurchSuite, signups are only be able to Proceed if they have first ticked 'I accept your privacy notice'.
Tickets that have sold out (reached capacity) continue to be shown as unavailable on the event page. Similarly, the tickets remaining is shown when there are 5 or fewer tickets remaining.
Clicking Proceed displays the Confirm page (or the Pay by card page where 'pay online' tickets are selected). This page summarises 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, but a reservation has been created against the event. A countdown timer at the top of the page indicates how much reservation time is remaining to Confirm the sign up (or Proceed to payment).
During the countdown the unconfirmed sign-up is listed with a Reserved status in the Sign-Ups list for 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 reservations process ensures that unconfirmed sign-ups are correctly reserved until either the countdown elapses - releasing the sign-up reservation and preventing further confirmation - or the sign-up is completed.
For Pay online tickets, the user experience concludes with a payment page. Once cardholder billing details have been entered, the Pay button can be clicked to submit the payment before the time remaining elapses. Under certain circumstances 3D card 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 the transaction fee).
The process concludes with a sign-up Success page.
Back in ChurchSuite, the Sign-Ups list reflects the updated sign-up status from Reserved to Active.
What happens next?
Firstly, 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. Selecting Advanced Search enables further filtering by Tickets, payment Status, Filter those sign-ups that exist in your Address Book, Children module or not in ChurchSuite and Question responses.
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 assign Key Dates to the 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 wishing to sign up for your event or if they are unable to 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 the 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.
The Action menu on the right hand side of each sign-up in the Sign-Ups list has some useful options - shown below. From here you can easily Resend confirmation emails, View or Edit and make changes to the 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 your ChurchSuite modules 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 also Cancel a sign-up (or Set active a cancelled sign-up); and for tickets paid online, optionally process a full or partial Refund. For tickets not paid online there will also be the option to irreversibly Delete the sign-up.
Whenever changes are made to a sign-up, including a change of payment status, a View Changes action will also be listed in the sign-up action, detailing the date, User and details of the changes made. Change 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.