Events allow End users to register for events online.
There are two ways to track registrations:
- Add client records manually to the event
- Allow people to register for the event online.
1. Add Attendees Manually
From the Event Details form, click Add Event Attendee to select a record. This is a family, person or other record type that has already been added to SAM.
This is useful for logging signups that occurred on paper or when multiple entity types can join the event.
Use the Entity field to select the record that has registered.
Type in the record's name and suggested records will populate for you to select.
2. Online Registrations
When setting up an event, you can link a Public Form to accept registrations online. This Public Form must be set as an Event form to be shown in the list within the Event setup. Event Details will be shown at the top of the Public Form to users who are registering.
Because Public Forms are entity/record type specific, online registrations are limited to one entity type. For events that multiple entity/record types will attend, like a picnic, your team will need to decide if online registrations are more important from one type vs another. Other record types can be added manually.
Set Public Form as Event Registration Form
- Open the Form Customizer view of the Public Form
- Click Advanced Options > Advanced Form Properties
- Set Event-Based = Yes
The form will be available in Registration form selections when creating a new event. When connected to an event, SAM passes the Event ID, so the same form can be used for multiple events.
New records vs Connecting to Existing records
There are a few options you'll want to make decisions on depending on the type of event you're hosting.
If registrants are already in your system, you should set the Public Form to
1. Require a login
End Users will need to enter their email address and password to login and register.
2. Set Auto-Match / Duplicate-Matching Enabled (Public Forms Only) = Yes
When users register and their address matches an existing record, SAM will link that record as the registrant.
3. If you want new records created in SAM. Do not add a login or auto-matching.
Attendees are listed at the bottom of the Event Details screen.
Users can notate whether they actually attended the event and the Total number of people in that record's group.
Total Number of People in Group
This number is manually entered or calculated by the individual participants that were added through an online registration.
The totals in this field are summarized in the Registered Participants Number on the Event Details form.
To request information about individual participants, your public form will need to include the Event | Main Entity Participant subform.