Event Management

Event management is a central location to see all events including what type it is, how many attendees have registered, and other details like the date and time. You can find this under the Enrollment management product, then Events, and finally Event Registration.

Like other lists, you can alter the displayed data here by using filters or adding new informational columns. If you know what you’re looking for, you can also use the search bar to find it.

Note: An attendee can only have 1 status at a time, typically displaying where they are in the registration process by an admissions staff or automatically updated if they do not attend the event. This includes Canceled, Did Not Attend, or Attended.

You can view the number of attendees that have signed up as well as select the event name to be taken to a more detailed view. Information includes event details such as each registration option available and relevant details like when they are taking place, where, a maximum capacity, as well as how many people have signed up.

Attendees list and Checking-In

After opening the Sign-ups list, the context menu next to a name is where the individual can be checked in, after displaying a QR Code from the confirmation email to an admissions manager at the event. This will display a list of all pre-registered events, though the admissions staff member can alter the selections if need be.

Events that are at capacity will be displayed as such here as well, though admissions managers can override it if needed.

Selecting multiple attendees will give you bulk options of emailing them or updating their status. If emailing, you can also select the email address format, either by Outlook or other options like iOS Mail, Yahoo, and Gmail.

Use Nametags to set the formatting when printing. This includes a variety of options including Preferred name, Last Name, and other options.

Selecting an event from the list will bring up a new detailed view of the event including when, where, if there is a max capacity, as well as statistics like who has registered, canceled, and fees raised.

You can also manage the form from here.

• Select Edit to change the look and feel (see below for more details).

• Preview will show the event as what it’ll look like to an end user.

• Share gives you three different ways to send this event to others. If you're not adding an event to a specific candidate checklist, this is the best way to share it to others:

  • Authenticated URL - URL to allow candidates and parents to register for an event while signed into the application.

  • Public URL - A URL that allows candidates and parents to register for an event from a public web site.

  • HTML to Embed - HTML iFrame code that can be embedded on a public website.

Use Add Registration option to create a new one in this list. For existing options, select Edit to modify it or Copy to create an exact replica of the Registration option, which is valuable for saving time instead of creating a brand new event from scratch. As expected, Delete will remove the Registration option entirely. Keep in mind that this is permanent and can’t be undone.

Note: It is recommended to set up these options prior to the form going live.

1. General – Set up basic details for the Registration Option such as the location, the name, as well as a publish date, start time, or end time. You can also add a Virtual Link if you have one, limit the number of registrations, or who is able to.

   Warning: If candidates are not able to register but parents are, their candidate’s name will not appear as an option from the list.

   If you do Limit the number of registrations, you are able to set the exact number and add an optional message that will show once the limit has been reached.

2. Reminder and Followup Notifications – These options are where you can set up an email or Text notification that will automatically generate as a reminder or followup on specific dates. They’re inactive by default, but you can turn them on and then customize the subject and body message.

Admissions managers can select the number of form submissions displayed for each of the listed events to view the Registration form submissions list. In here, you can see all the data that has been collected in the event registration form and important details like when it was submitted, address information, who submitted it, and more. There's a search bar to help find a specific submission, and the Columns option can be used to further customize the data that is being displayed by adding new columns or removing unneeded ones.

Admissions managers also have a few more options at their disposal. They can either export this list into a CSV file or select View Registration to generate a print friendly version of that specific form.

An admissions manager can create a form to enable individuals to register online to attend an admissions event.

1. Select Add event to create a new one in this list.

2. Under General, enter the Event name. You can also add the following optional items:

   1. Event description – describe the kind of event this will be

   2. Event type – These values can be added or modified from Candidate profile settings.

   3. Additional optional settings like if the event is Active or Archived. You can also Create a new user from this event or Connect and invite users to BBID when they register as well. Enabling this option connects and invites any users from the form (including candidates) upon processing.

3. Confirmation notifications - Set up an email or text message that attendees will receive in confirmation of their registration and as reminders about the event. Customize Reply Email, From Name, Subject, Body, and add recipients who will receive it. Placeholders can be used to customize how certain values appear to each unique individual.

4. Admin notifications – Email only, these messages are sent to admins for confirmed registrations. Can add individual faculty or staff as needed.

5. When done, Save the event, Cancel the event to lose your changes, or select Save and edit form to start designing the look.

If you need to edit an event after the fact, select Edit event from the context menu. You can also use Copy to create a mirror image of the event, valuable for saving time when creating a similar event, or Delete which outright removes the entire event. Keep in mind that once an event is deleted, it can’t be recovered.

Using the Context Menu next to a Registration Event, select Edit registration form to modify the form’s appearance as well as fields being displayed to the end user. This acts very similar to how you would edit an Inquiry or Application form.

• Candidate Information holds all of the settings one would expect to see when registering a candidate. Use the Block Settings to control various options including the ability to allow the person registering to add another candidate if needed.

• Parent information also holds various fields to collect information. Please note that the Address Block is separate from the parent information block. There is an option to indicate the entered address is shared by all attendees or enter multiple addresses if the guardians live in different locations.

• Other Attendees can be used by non-parent or guardians such as a Nanny, Sibling, or other individuals not considered to be a parent or guardian of the candidate.

Use Preview Event to view the form as it would appear to the end user.

A list of registrations appear under the Process event registrations section. Select a registration from the left hand list to display the detailed information. Candidates can have a checklist and staff member assigned to them, and staff have additional options to create a new user account if needed. Select Process to confirm the changes or Print Registration Form if needed.

Select History to see all processed registrations including who handled it, when it was processed, and more information. If needed, you can also Select specific events or a date range to filter down the list.

Processed event registrations then appear under the Events section under Records from the Candidate's contact card.

Tip: When you process events registrations, corresponding candidate checklists are automatically updated.