Add/Editing Event Overview | Qsuite Help Desk

When adding or editing an Event, you will navigate through the Event builder. Clicking on Next, Back, Finish Later, or selecting a previously visited section automatically saves your progress.

Event Details

Set up the Event Name, dates, Location, and Coordinator for the Event.

Event Name: The name of the Event as it will appear to registrants on their confirmations and in reporting. Event Name is required.
Event Description: Internal description for the Event that is available in reporting.
Event Capacity: Set the maximum number of registrants that can be accepted for the Event.
Event Cost: Set the base cost (per registrant) for the Event.
Start Date/Time: Set the date and time for the Event to start.
End Date/Time: Set the date and time that the Event ends.
Time Zone: Set the relevant time zone for the Event.
Event Type: Select an existing or create a new Event type for your Event.
Coordinator: Select an existing or create a new coordinator for this Event.
Location: Select an existing or create a new location where the Event will take place.
Event Category: Assign an existing or create a new category for this Event.
Sponsorship Checkbox: Click to allow for non-attending sponsorships on your Event. Enter an internal description for your reference.

Click [Next] to continue or you can [Save] your changes and finish later.

Registration

The Registration section is where you set up the type of registration and the data fields you want to collect for the Event, including any additional questions.

Type of Registration

Select the type of registration you want to collect. Once your event is “Live” you will not be able to change this selection.

Individual: This Event will collect individual information for each registrant attending the Event.
Count: This Event will collect only the number of registrants (seats/tickets), and will not collect individual information for each attendee.

Group Capacity

Group Capacity sets the maximum number of individual registrants that can be registered at one time in a group. This applies both to individually entered registrants as well as sets the capacity for maximum number of registrants/seats/tickets if individual information isn’t collected.

Primary Contact Fields

Section Title: Set the title for the Primary Contact section on the Registration Page.
Primary Contact Field Selection: Select the information fields you want to collect for the primary contact person on a registration. You can customize the label for each field using the “Custom Label Text” column. To include a field, check the “Visible” box. To make the field required, check the “Required” box.

Registrant Fields

Registrant Fields are only collected if you select the Collect Registrants’ Demographic Info. This section will not display if you are only collecting the number of registrants/seats/tickets.

Registrant Field Selection: Select the information fields you want to collect for each registrant attending the Event. You can customize the label for each field using the “Custom Label Text” column. To include a field, check the “Visible” box. To make the field required, check the “Required” box.

Questions

Existing questions will appear in the Questions table. You can edit, make a question active/inactive, and/or delete a question using the Action icons. The questions will list on the Registration Page in the order they are created here. You can change the order questions will display on the registration form by clicking and dragging the icon in the left-most column. Once your event is “Live”, your questions can no longer be edited, however, you can delete and add new ones and still change the order in which they appear.

To add a question to your Event Registration Page, click + Add Question.

Add/Edit Question

When adding a question, enter the question as it will appear on the Registration Page, and select the type of answer you want to collect.

Text: A text answer is an open text field that can collect up to 250 characters for an answer.
Drop Down List: Create a list of answers for the registrant to select from in a drop down menu. Use the (+) and (-) buttons to add or remove an answer from the list.
Radio Button List: Create a radio button list of answers for the registrant to select from. Use the (+) and (-) buttons to add or remove an answer from the list.

Click [Add/Update] to save your changes.

Click [Next] to continue, [Back] to disregard your changes and return to the previous Event design page, or you can [Save] your changes and finish later.

Event Extras

Existing extras will appear in the Event Extras table. You can edit, copy, set active/inactive, or delete an extra using the action icons. You can change the order extras will display in by clicking and dragging the icon in the left-most column.

To add an Event extra, click + Event Extra.

Add/Event Extra

Name: The name of the extra as it will appear on the Registration Page, confirmation emails, and reporting.
Description: An on-screen description for the extra that will appear on the Registration Page.
Cost: The price or additional cost for this extra.
Capacity: The maximum capacity available for this extra. You can limit the quantity per registrant using the radio button selections.
Required Extra?: You can require a selection of one or more extras. Checking this box requires each registrant to select at least one Extra with this flag when registering for the event.
Options: Options are selections that are available for an extra. For example if the extra was a dinner, you could list your options for the beef, chicken, or vegetarian dish. Use the (+) and (-) buttons to add or remove options. Options can have their own additional cost and option capacity limits as well.

Click [Add/Update] to save your changes.

Click [Next] to continue, [Back] to disregard your changes and return to the previous Event design page, or you can [Save] your changes and finish later.

Financial

Setup the payment methods and discount options that you want to offer with your event.

Payment

Select the payment options you want to accept for this event.

Forms of Payment: If nothing is selected, Debit/Credit Cards will be accepted as a default.

Debit/Credit Card: Accept Visa, Mastercard, Discover, and American Express based on your account setup.
eCheck: Accept electronic check transactions.
Offline: Accept cash or check payment at the door or checks via mail. You provide the instructions for your offline payment acceptance.
Allow Deposits: Accept a percentage of the total registration cost and set a due date for the balance. This allows registrant to make a partial payment up front, and then you can collect the balance and apply payment through registration management.

Refund Policy Message: A refund policy message is required. Put your instructions to pursue a refund, and/or specify any contact information needed.

Discounts

Discounts can be either flat dollar discounts, or they can be percentage based. The Description for a discount is how the discount will be labeled on the Registration Page and confirmation receipts. You can apply a discount to the “Registration Only” or to the “Registration and All Extras”. Promotional Codes have an additional option to be applied to one or more “Specific Extras”. Note- Once you have established the “Apply to ..” setting, this cannot be changed. You can delete the discount and create a new one to change how it applies.

Early Registration Discount: Set a discount based on the time-frame a registration comes in.

Start/End Date: You can set up multiple early registration discounts, but only one early registration discount can apply in a specified time-frame to an idividual registrant.

Promotional Code Discount: Set a discount based on a promotional code input by the registrant.

Code: You can set up more than one promotional code as long as they are unique. Each promotional code can be applied once to a registration, but multiple promotional codes can apply to a single registration. Codes only apply if they are entered during the specified time-frame. You decide if a promotional code discount applies to the event registration only, the registration and all extras, or only to specified extras.

Group Discount: Set a discount based on the number of registrants registering together.

Min/Max Group Size: You can set a Group Discount by setting the minimum number of registrants to qualify for the discount and leaving the maximum blank. You can set multiple tiers based differing group sizes, but only one group discount can apply to a specific group number at a time. For instance you can set a Group Discount tier from 5-10 registrants and a second tier from 11-20 registrants, but you could not then offer a tier from 6-15 registrants since this overlaps the two previous tiers. When creating tiers, be sure to pay attention to gaps. If you set a discount tier from 5-10, a second tier from 12-20, and then 11 registrants come in, no discount will apply. Only one Group Discount will apply to an individual registrant.

Once your event is “Live” you cannot edit any existing discounts, but you can delete them and add new ones.

Click [Next] to continue, [Back] to disregard your changes and return to the previous Event design page, or you can [Save] your changes and finish later.

Layout/Design

Select your event’s Theme and set up the Event Home Page.

Themes

Use the Theme Selector to establish the color and style for your event as well as the Event Home Page Layout.

Layout: Select the Layout for your Event Home Page.
Themes: Select your color or image theme for the event.
Header Image: You can use an image for the header. Click + Add New to upload a new image, click Select Existing icon to choose an image file from your existing library, or click the Remove icon to remove a currently selected image. The banner height is limited to 144 pixels, and the ideal width is around 900 pixels. The banner will center over the Event Home Page and Registration Page.
Register Button: Select the button style for your Register button.

Event Home Page

The Event Home Page is used to describe your event to potential registrants and it contains a “Register” button that continues onto your event’s Registration Page. The Event Home Page will contain the Event Details, the Location, the Coordinator, as well as any additional event information you want. You can set up the Event Home Page Content that appears in the body of the page using the tools available here.

Registration Page

Preview your Event Registration Page.

Click [Next] to continue, [Back] to disregard your changes and return to the previous Event design page, or you can [Save] your changes and finish later.

Communication

Setup and customize the on-screen thank you message for a successfully registration and upload any documentation required for registrants.

Communication

Compose your Registration Confirmation Message. This is the on-screen “Thank You for Registering” message that appears after a successful registration.

Manage Files

You can upload your documents that are required for your camp or event for download by registrants (i.i. medical/allergy forms, release agreements, etc.) These links will appear on the Registration Confirmation Message on-screen at the end of a successful registration, as well as within the email confirmation sent to the registration’s Primary Contact.

To upload a new document for your event, click + Add New File. The File Description is how the download link will be labeled to your registrants. Click on [Browse…] to search for the document to upload from your local computer or network. Once selected, save the file by clicking on [Upload] and the file will appear in the Event Files table.

You can View or Delete an existing document file using the action icons in the table.

Click [Back] to disregard your changes and return to the previous Event design page, or you can [Save] your changes and continue to the Event Summary where you can make the event “Live” and get your Event Links.