Setting Up Registrations - TryBooking

Registrations
How to Guide to Setting up Registrations with TryBooking
Overview
This document is a guide for setting up any type of an event where you need your patrons to
complete a series of questions at the time of confirming their order or payment. You could use
this information sheet when setting up sporting team registrations, uniform orders,
conferences, seminars / workshops etc.
All the questions you ask can be exported into a spreadsheet for a quick sort. So do think
about your questions carefully before you begin, work out what it is you need to know to
complete their registration, maybe print registration tags or place their uniform order.
Planning these types of events is key to getting the data exported as you need that makes
your life easier.
When your patron goes to register they will reach your event's homepage then continue to the
next step. They will then enter the number of 'tickets' they wish to purchase, meaning the
number of people they will be registering for. Once they have done so they will continue on to
a page which is fundamentally your registrations page, asking for necessary information you
require from the patron. Once the fields of this page have been filled in they will commence to
the final page in which they are shown exactly what they have registered for before entering in
payment details and receiving their receipt.
All of your registration data can be exported into either a .csv or spreadsheet file.
Creating the Basics
1. Log into your TryBooking account.
2. Click on Create New Event give your registration a name (ie. Your Club Name
Registrations or maybe Your Club Name Uniform orders), enter a short description and
then a contact person. Click Next.

Registrations
3. You will need to define a venue but whilst your event maybe registrations and people
will be playing at several locations. So consider defining your Venue or select one from
your Venue Templates which is your club address. Click Next.
4. Enter the date and time of which people must register before (which will print onto the
Tax Invoice). Note, if your event is running in daylight savings time, make sure you set
the time zone correctly. Winter time Melb / Syd is GMT +10 whereas summer time will
be GMT +11. This way your event will open and close correctly. Tip once your event
has been created, you can edit this date and time and change it to just words such as
Winter registration.

Registrations
5. Now enter the date and times which you wish to commence taking registrations on and
when your registrations will close. Remember your registration cannot be found or
booked to until the on sale date (bookings start date) has been reached.
6. Define your capacity of the registrations now. Registrations are SPACE events in
TryBooking. If you can only take 450 registrations please indicate the Maximum
number or if you have unlimited capacity, please set this registration limit higher than
you ever would expect ie 10,000.
7. Now define your price(s) by clicking on Add Ticket Type.
8. Add in some key words (so that people can search for your registration) and then click
Create Event and Finish.

Registrations
9. Now that your Registration has been created you have been allocated a URL to publish
on your newsletters, on your website or within your media campaigns.
Now that your registration has been created, it's time to work through adding in the final
touches. So open your registration by clicking on Manage Events and selecting your
registration.
Adding in Questions such as player details, sizes, ages or interest questions.
Once you are in your event click Data Collection. Under data collection you can add fields /
questions for your patrons to complete, such as name, team name, age, uniform sizes, player
consent, previous history, membership details, etc.
Consider what questions you need to ask, the order you need to ask them in and if
they are Required fields. You may only need to know a response once per booking (ie
company name, parent details) rather than frustrate your patron by asking it once for
everyone (per registration ) they are booking for. You can have a combination of questions
under once per booking and some once per attendee.
Tips before you start:
• Consider what questions you need to ask
• Consider how you work with the end data and will your spreadsheet sort best if you
only allow people to select from a defined list (ie maybe you can only have certain
uniform shirt numbers). If you allow for single line text fields you may find that people
will enter their data in all sorts of ways which makes your sorting that little harder.
• Work out the order on your questions. If you later need to add in a question, you will
need to add it to the bottom of your list or re enter your listing.
• Add a couple of questions and then review your work by clicking on Make a Booking.
• Work out if you must have that question completed OR if you live with out a full
response, When you defined your questions, you will be asked if they are a mandatory
field to be completed or not.
• Questions you ask, can be either a Single Line text, Multi line text, list of questions,
Yes/No response or Date field.
• Use fields that “restrict” the registration adding data that makes your sort and final job
harder if at all possible ie use a date field for a date of birth field.

Registrations
The use of headers
seperates the different
sections of the
registration form
making it look more
appealing to the eye
and informing the
patron of what each
section requires.
This parent contact
details is only asked
once per booking vs
the Player Registration
details which is once
per attendee.
Much like the concept of
headers, as the event
organiser you can also
insert information which
might be helpful for the
patron registering.
The red asterisk
means that such
questions are
mandatory. As the
event organiser you
will select whether
questions should or
should not be
mandatory when
entering in the fields
under data collection
Drop down boxes are
useful in that they only
allow the patron filling
out the form to select
from a range of options,
therefore their answer is
more specific then it
might be if they were to
type in the information.

Registrations
1. Select either Once per Booking (asks your questions only once per booking irrespective
of the number of people being paid for) or Attendee (which will ask the questions once
per person being paid for.
2. Now click Add Field, and add a label (which is your question), define if you need this to
be a field that they must complete and then what sort of field will it be. In this case
below, yes it's important to know all the names of people who are registering and I'm
happy for them to type into a box (single line text) this information.
Keep adding in questions to ensure you get the right information to assist in the registration
process but do look at your Make a Booking link as you work to review your work as you go.
Tip: The Label on a field maybe too short for your explanation. Consider adding a header to
your field via the header tab. A header can be text, a coloured banner which helps explain in
more detail what you would like to them to complete or simply breaks up your form into logical
parts ie Parent vs Player information. Headers always appear just above that field name.

Registrations
Adding a look and feel to your event
Your Registration homepage can be given a make over. If you wish to add an image please ask
your graphics person to save this image with the following criteria. The image must be either
a .jpg, png or gif type file, no larger than 600 pixels wide and no larger than 30kb in size.
Tip – if your image has loads of fine writing, you may find that it diminishes in clarity as you
prepare it for web uploading. If this writing is important, do consider cutting just the image
out and then typing in your text directly onto your event homepage. This way you keep the
text clear and clean.
Terms and Conditions
Consider if you need to add in any terms and conditions to the registrations. This could be as
simple as “thank you for registering for the Winter Season”, “no refunds will be issued” or
where you quote your ABN, Indicate this is a Tax Invoice, your company name and indicate
that your ticket price quote is GST inclusive.
Accessing your Data
Keep an eye on your registrations, via reviewing the Event Revenue Itemised report.
Access who has registered and all the questions you asked via the reporting option EXPORT
DATA. Select your registration, then tick the data fields you wish to export. Now click export
and this will open your data into a spreadsheet. Open in your spreadsheet program and sort
based on team name, etc., then date and time of booking.

Registrations
Checking your Work
Before you publish your registration, please do check your work. As the account administrator
you can click on Make a Booking from either in your Event or from your Account Dashboard.
Please move through checking your work, adding at least 2 people to your list, checking your
registration process for not only look and feel, but do the questions work?. Exit once you
reach the shopping cart.
Producer Access to Reports
Don't forget if your setting up this registration for others who will need to work and market the
event but not necessarily update data or access the full TryBooking account, do consider giving
them “producers access” to this registration so that they can self help to the reports you wish
them to access. To setup Producers Access, please go to Manage Events, Your Event Name
and then Producers Access (at the bottom) and define a Password and select the reports which
they can access.
Now if your colleagues come to www.trybooking.com they can Log in via the Account Code and
password as defined on the Producers Access screen for this ONE Registration.
Registrations DEMO: www.trybooking.com/HEK