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BBIS Event Registration

TABLE OF CONTENTS CannonCRM Event record is created ................................................................................................ 2 BBIS Process for Event Registration form creation ........................................................................ 3 Cannon Process for BBIS Event Registration .................................................................................. 8 Day to day Event Registration process ............................................................................................ 9

Web Transactions ..................................................................................................................................................... 9 BBIS Event Registration Transaction Batch ........................................................................................................... 10

Auto Match criteria ........................................................................................................................................... 11 Batch Exceptions ............................................................................................................................................. 13

Event Registrant Record ........................................................................................................................................ 15 Event Registrant Attributes and Restrictions .......................................................................................................... 15 Cancelling or Deleting a Registrant ........................................................................................................................ 17

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BBIS Event Registration

CANNONCRM EVENT RECORD IS CREATED For a BBIS event, the CannonCRM event is created the same way. Please refer to Event Management training material for a detailed review of creating an event ensuring details such as capacity, registration options, seating notes are all entered.

In the event that a new attribute is required for an event, the Events Team must inform the IS Team (via help.cannon@uoguelph.ca ). Examples of attributes already created are dietary restrictions, accommodations requirements and class year. Additional Details 1 and 2 have been created for additional attributes and to be used as needed per event (ex. Team name, seating notes). *Refer to Business Process for specific timeline and process.

Once both the CannonCRM Event record and BBIS Online Registration Page has been created the Events Team must also inform the IS Team so that batch assignments are configured based on per Event. *Refer to Business Process for specific timeline and process.

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BBIS Event Registration

BBIS PROCESS FOR EVENT REGISTRATION FORM CREATION

These steps outline the instructions to how to create the Blackbaud Internet Solutions (BBIS) Event Registration Form and the assumption that the proper access has been allocated to those required to do this task.

1. From the Web Function area in Cannon, go to Site Administration; this will take you to BBIS interface.

2. Within BBIS select Site Explorer > Pages/Templates

3. Navigate under the Events folder

4. Search for a similar template and copy the appropriate event page (make note of the Event name as this will need to match the name in the Cannon event record) and Save the new named event.

5. Once the new Event page has been created, select the pencil to edit the page

6. Here you will see an existing Event Registration Form part populated with the event information from the event page that you copied. Click on the gear and edit the part.

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7. You should be prompted with a popup or a top banner warning you that this part is in use on other pages and advising you to make a copy. Click the link to copy this part.

8. Name the copied part to match the page name/event module name in Cannon. a. If you press “Ok” after renaming the part and nothing happens, use the following steps:

i. Press “Cancel”. ii. Click the gear on the existing part and select “Cut”.

iii. Click the empty field and select “Insert part”.

iv. Search for the part that you had named, it should be within this list. v. Now click the gear and select “Edit” and move on to the next step.

9. Once you are within the copied part, remove the existing connected event in Cannon and add the new event.

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BBIS Event Registration

10. Search for the exact name of the event module you created in Cannon and select your event. 11. Configure your event options in the window that appears. This screen is where you will choose:

a. Whether or not you wish to use the capacity you have configured in Cannon.

b. Event price options (registration options) you wish to include by checkbox. i. The dropdown next to registration option allows you to limit date availability by

registration option.

c. Registrant options including whether or not you wish to allow for unnamed guests as well as any attributes you wish to include.

i. Attribute order can be configured through drag-and-drop

d. Click save once all options have been configured.

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12. Now you can configure the field entry options, if necessary. These shouldn’t typically change between events.

a. From here you can allow individuals to register on behalf of organizations.

b. Explore additional options as needed. c. Consent part can remain “None”. d. Payment options > PROD – Blackbaud Merchant Services. (Note for testing environments, the

payment option should be directed to TEST) e. Select “Credit Card” as payment method. f. Use a custom confirmation screen as copied from previous event and edit as needed. g. Click “Next”.

13. The next screen you edit will be the Acknowledgement email. This can be accessed from the top left button that will appear when you go back in to edit this part.

a. Name your email as “*Event Module Name* Acknowledgement”. b. Edit the subject as needed. c. From Address > connect@alumni.uoguelph.ca. d. From name > U of G Alumni Events e. Reply address > eventrsvp@uoguelph.ca f. Copy autoresponder coding from previous event by clicking “View” followed by “HTML Code”

g. When finished, click “Save”. h. Before hitting “Save” again, visit the Properties tab to configure Scheduled Publishing.

i. Check the Scheduled Publishing box and choose your publish and expiration dates.

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BBIS Event Registration

14. Now that you’ve configured the Event Registration Form part, it’s time to copy the Registration Closed part displayed below the Event Registration Form part.

a. Click the gear to edit this part.

b. When prompted, make a copy with the following naming convention: *Event Name* -

Registration Closed. c. Adjust any text as needed and visit the Properties tab to configure Scheduled Publishing.

i. This part’s publish date should be the same as the Event Registration Form’s expiration date.

15. Need to add in any additional text? Click the gear on one of the existing parts on the page and select Add Formatted Text and Images

a. Add in the desired text and click Save. b. The position of the part can be adjusted by clicking the gear again and selecting Move down or

Move up until the desired position is reached. 16. To find the link to the newly created registration form, click “Page properties” and copy the page URL.

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CANNON PROCESS FOR BBIS EVENT REGISTRATION

It is assumed that the BBIS Event Registration Form and the CannonCRM Event record has already been completed/submitted to proceed to the next steps to register an individual in CRM.

Add Registration Options to the CannonCRM Event record

New attributes are identifed and Event name are both flagged for

IS Team to configure batch assignments in

CannonCRM

After Registrants have submitted

online registration,

transactions are Downloaded via

the Web functional area

Transactions are placed into an

Event Registration Transaction

batch

Review batch for review of auto-

match, new constituents,

host and guest info

Commit batch -Registrant is now

registered on Event in

CannonCRM

After batch is committed:

•Records receive new Profile Batch for biographical changes of existing records

•A file is created to the shared drive to review all Event attributes used for dietary and accomodation restrictions

•Payment is processed and a Revenue record is created on the registrant record

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BBIS Event Registration

DAY TO DAY EVENT REGISTRATION PROCESS Once the BBIS form and configuration has been set up in both BBIS and CannonCRM, the form is now LIVE and accepting all registrations. The following process is a walkthrough of processing registrations to a specific event.

Web Transactions Once an individual has submitted an Online Event Registration Form, the transactions need to be downloaded into CannonCRM and a BBIS Registration Batch gets created for review and processing.

1. Go to the Web Functional Area in CannonCRM and expand the chevron for the Standard Event Registration Form

The number of transactions indicate the number of submissions of the form. (Note that multiple registrants can be done in 1 transaction)

2. Click Download to process the transactions. Upon completion, notice the download status of each transaction

Note: any failed transactions will appear on the Failed Transactions Tab – at this point, please direct to help.cannon@uoguelph.ca to assist with troubleshooting.

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3. Upon completion of the download, an uncommitted batch gets created using the Event Registration Transaction Batch template

Note that each batch is created per event with a current limit of 10 transactions per batch.

BBIS Event Registration Transaction Batch Currently configured by specific Event, this batch populates all the transactions that was entered from the registration. Guests/additional attendees under a host are considered one transaction. (eg. Mickey Mouse registers to an event and add Minnie Mouse as an attendee. The Event registration batch considers this to be 1 transaction).

1. On the edit screen of the batch, highlight each individual transaction and go to Review transaction details

2. The Registrant tab displays all the entries from the 1 transaction/submission. Using the dropdown menu on the registrant column, you can determine the type of registrant based on new records and existing records.

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Host/Donor – the individual who submitted the registration or paid for the event registration

Linked Constituent – An existing record that exists in the CannonCRM and named under the Linked Constituent column

New Constituent – A constituent who has not be found or meet the criteria of a match of an existing record from a thorough search and a new record gets created

Unknown guest – A individual registered to an event that does not have a name or is a child * Note that if names are provided for an unknown guest, it is entered in the seating note of the registrant. Refer to unnamed guest business process for further detail.

3. If a record has been auto-matched to an existing record in CannonCRM, the linked constituent name will populate in the Linked constituent column along the identification that result was based on auto-match. Note: you can use the search option to change the constituent record if need be.

Auto Match criteria When a registrant enters biographical information, specific fields entered will determine the search in CannonCRM and identify a match. For both the BBIS Event registration transaction batch and the BBIS Profile transaction batch templates, the following is the criteria for an auto-match to an existing record in CannonCRM (all criteria must be met to auto-match):

o Includes inactive and deceased records

First Name

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AND Last Name

AND Province/State

AND Postal Code/Zip

4. To view the details of the registrant information that was entered on the form, highlight each registrant and go to view details

5. The Biographical tab shows the variances from the existing system value and the new value that was entered. No action is required from this batch – just for review only. Once this batch is committed, a secondary batch called the Profile Update Transaction batch is created for specific biographical variances from the data entered and the system value for the Records Team to review and process.

6. The Events tab verifies the Event information and registration option that was selected for that specific individual – for review only. No action required.

7. The Options tab is where all additional info is obtained. Some examples are class year and dietary restrictions.

Class year is used to help search and link a constituent to an existing record. The Dietary and Accommodation Restrictions are to be used to enter as a restriction on the registrant record.

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BBIS Event Registration

Note: Save this info for later (further details below) **refer to Business Process with respect to dietary and accommodation restriction details

8. For a paid event, the detailed payment info is located in a tab called Payment.

This area is more for “read only” as it is all payment details that was entered by the registrant. This is processed upon commitment of the registration batch which then creates a payment record on the constituent record.

9. Ensure that all records have been reviewed. Save and close the batch and commit.

Batch Exceptions In the case where a batch was not committed successfully, an exception batch is created.

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1. By going to the uncommitted batches, open the exception to identify the error

2. Most of the exceptions will be that the registrant has already registered to the event. To troubleshoot this; confirm that the registrant is listed and registered successfully on the Event. (This might be due to a host registering an additional guest and entered their own info again as a registrant)

3. Upon reviewing the details of the transaction, if the duplicate registration has a guest registrant, this information will need to be noted and added manually to the Event as a guest.

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4. After doing so, highlight the 1 transaction and delete the row and commence to the other transactions for review and batch commit.

Event Registrant Record Once a batch has been successfully committed, the registrant has now been officially registered in the Event record.

1. Go to the Event record and search for the registrant. Notice the individual is registered with the flag of online registrant as yes.

2. Host/Guest information is also tracked after the batch has been committed based on the batch entry per each transaction. Notice the diamond and host column to identify this.

3. Upon clicking the registrant, this brings you to further details of the registrant’s information. This is the registrant record.

Event Registrant Attributes and Restrictions From the Events Transaction batch above, the Options is where dietary and accommodation restrictions are entered by the registrant. This information will populate in the Attributes tab of the registrant record.

On the Event Registrant Transaction Batch: - Options tab of the View Details of a registrant entry lists all the open text fields on the registration page that a registrant would enter

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The Attributes tab on the registrant record:

1. The information in the Attributes tab will need to be populated into the Restrictions tab. The Restrictions tab is where other lists are populated so it is very important that the attributes are manually reviewed and added to the restrictions tab based on the value of the attributes.

Note: any value that is considered as “other” from the dropdown menu of the registration restrictions will need added as a value of “other” and manually entered in the attributes tab of a constituent record. **refer to Business process on dietary restrictions

Constituent record:

2. Once the attribute has been entered in the registration restriction, the attribute can now be deleted.

3. Each night a list is populated to assist with any attributes that have been missed. For any attributes that have not been deleted on a registrant record, a BBIS Event Registrant Attributes.txt file is updated for action to be taken. It is not until the attribute is deleted until it is removed from the list each night.

T:\s_drive\Events\Cannon\BBIS Registrant Attributes\BBIS Event Registrant Attributes.txt

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Cancelling or Deleting a Registrant In the case that a registrant has been added in error, the same business rules will apply – the registrant can be deleted.

If the batch has not been committed:

1. To delete; ensure there are no guests associated to the transaction. Guests will need to be entered manually on the CannonCRM Event record or can be processed via the BBIS online registrant page for batch re-entry.

2. Highlight the row transaction and delete the record in the batch.

If the batch was already committed:

If no host/guest relationship is on the registrant, the entire registrant can be deleted.

If a host/guest relationship exists, the status of “will not attend” on the host will be applied *refer to business process for this scenario

Cancellations to an event:

The same business rules apply for event registrations for cancellations.