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How do I create an event?

The event creation process is a powerful way to build events that are as simple or complex as you need them to be. Creating an event consists of setting up the event itself, setting up registrant types and fees, adding customized event-related items, offering lodging, and querying registrants.

Before creating an event, ensure that a profile exists for the event coordinator assign to your event.

This event wizard helps you create an event by taking you step-by-step through the creation process. Navigating the wizard is easy. You will see a series of light blue tabs which are the main navigation sections, with subsections displayed as grey tabs. On any page of the setup wizard, click Update & Next to continue; and click Save as Draft/Active when finished to save your settings to the system.

You can preview your event form at any time.




Step 1 - Add event details Back to Top
  1. Click Registrar to view the Main Menu of this service.
  2. From the Setup section, choose Manage Events.
  3. Click Add an Event. This will take you to the Event Description page under the Setup tab.
  4. Enter the Event Name, which appears at the top of each page of your event description, and is automatically displayed in your confirmation emails.
    • Do not use non-ASCI characters or HTML code, as this event name will be displayed in the subject line of your confirmation emails. For example, non-ASCI characters may be replace with a question mark.
  5. Choose the Event Language. This will automatically change the default text displayed to registrants.
  6. Choose an Event Coordinator from the drop-down list. A coordinator must be assigned to each event.
  7. Optionally, choose an event Category from the drop-down list. This will add the event to the list of all events associated with this Category.
  8. Choose the Template Design.
    • Your account has been automatically setup with a single template design for each language (such as version 1 = Registrar.EN.v1.html)
    • If your events are hosted on web pages with different designs, you have the option of setting up multiple template versions for one or more languages.
  9. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 2 - Create a Description Back to Top

On the Description tab in the Setup section:

  1. Enter your Event Descriptionusing the HTML editor.
    • You can use the HTML editor to add text attributes, paragraph formatting, images, links, embedded videos and colours to your description.
    • Create a table to position an image beside a block of text.
    • When pasting text from a Microsoft document, use the "Paste as Plain Text" icon and format your text with the HTML editor icons.
  2. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 3 - Set the time and date for the event Back to Top

You can set up events for a single day or multiple days. For virtual events, you can show the time zone of the event. You can close registration any time up to the day of the event, and create a message to be shown once the event is sold out.

On the Dates tab in the Setup section:

  1. Select a Time Zone. Click the region (Canada or USA) to narrow the list for your region.
  2. Click the calendar icon to select the Start Date and End Date. Or enter the date using the YYYY-MM-DD format.
    • If your event is for a single day, the start & end dates will be the same.
    • If your event is for multiple days, enter the start day & time of the first day of your event, and the end day & time of the last day.
  3. Enter the Start Time and End Time, specifying AM or PM.
  4. Enter a Registration Open Date, the date and time when participants can begin registering for the event on your Web site. Enter a date in the past to view the 'Register Now' button and test your form before launch.
  5. Enter a Registration Close Date, the last date that participants can register for the event. After this date, you may still register a participant manually in the BackOffice.
  6. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 4 - Add an event location Back to Top

Add the physical event location or, for virtual events such as video-conferences and web-based seminars, enter the properties that allow registrants to enter the event. Additional instructions are sent by email after registration.

When an event has both a physical and virtual component, set up two events, as the capacity for the physical event differs from the virtual event.

On the Event Location tab in the Setup section:

  1. For an event with a physical location, choose Event Location and add enter:
    • Location Name, such as the name of the Hotel or Conference facility.
    • Building Name, If the event needs a building identifier
    • Room name or number, if the event needs a room identifier
    • Street address
    • City
    • State or Province
    • Country
    • Postal or Zip Code, using spaces or hyphens as appropriate.
  2. For a teleconference or Web event, choose Virtual Event Properties and enter information for one or more of these fields:
    • AccessLinkURL that registrants use to connect to the conferencing service.
    • Access Code that registrants use to connect to the event.
    • If required, Access Password that registrants use to enter the event.
    • If required, Access Phone Number that registrants use to connect to the audio portion of the conferencing service.
  3. Enter Additional Instructions that registrants need to know before they participate. The instructions are automatically sent to registrants by email after they register.
    • As these instructions will be automatically included in the confirmation email sent to your participants, it is recommended that you only allow virtual event participants to pay immediately by credit card.
  4. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 5 - Customize the event form options Back to Top

These optional features are shown with the other event details, increasing service to registrants.

On the Form Options tab in the Setup section:

  1. Choose one or more of these features from the Registration form optionssection:
    • Add to calendar
      Clicking this link adds the event to a registrant's Outlook or other calendar using a vCalendar file.
    • Driving directions
      Clicking this link opens a new window, adds the event address into Google® maps, and provides driving directions.
    • Register on behalf of someone else
      Used in conjuction with Group Registration, this option allows you to collect the name and contact information of the person registering and paying for multiple registrants—for example, all registrants from a corporation can be registered by a single administrator. The data is stored in the Total Orders report.
    • Forward Event Details to others
      Increase awareness for your event, by including a Forward to a Friend section in your registration form. Your event details will be automatically forwarded to friends & family with a personalized message from the registrant. In order to adhere to email privacy regulations, the system does not store the email addresses of the friends entered by a registrant as these friends have not opted in to receive emails from your organization.
    • Allow members to Quick Register
      The system will automatically populate member contact information from the Membership to the Registrar service, as a convenience for members.
    • Add quantity fields to the event and session options
      Adds a Quantity box next to your registration options and session options, which allows your registrant to specify the number of tickets they wish to purchase without providing the names of each registrant in a separate profile. Should NOT be used in conjuction with Group Registration, which places an "Add Additional Registrant" button at the bottom of the personal information page and creates a separate profile for each registrant with full contact details.
    • Show event capacity
      Once a certain percentage of spaces are taken, show the remaining number of spaces, to encourage registration. You choose the percentage when the countdown is shown. Enter 0% to immediately show the capacity. Enter 100% to never show the capacity. For example, if you have a capacity of 100 spaces and have set the percentage to 90%, then the word "Yes" will appear in the Spaces Remaining column until 90 spaces have been sold. At which point, it will display 10 spaces remaining, counting down until the amount is completely sold out.
  2. Modify the text displayed on the Register Now button.
  3. Choose one or more of these features from the Confirmation screen links section:
    • View Event Details link
      This link takes registrants to the event details screen.
    • Print Invoice link
      This option allows registrants to immediately print an invoice.
  4. Choose one or more of these features from the Event Details Page section:
    • View Event Details section
      This section displays the date & time, location, Registration Open & Close Dates, Event Coordinator details, as well as, the optional 'Add to Calendar' and 'Get Driving Directions' links.
    • View Registration Options section
      This section displays the list of Registration Options and pricing by Registrant Type.
  5. Choose one or more of these features from the Event-related link options section (alternatively, you can embed your links directly into the Event Description):
    • Enter the Link Text that you want registrants to see when they visit this page.
    • Enter the entire Link URL where your registrants are taken when they click the link.
  6. Modify the heading that shows on the registration and session sections of your online form, and provide instructions to help registrants through the registration process.
    • Registration Section Heading
      Modify the heading shown above the registration options and instructions.
    • Registration Instructions
      Enter instructions in the text input field. To format the text you must enter HTML code.
    • Sessions Section Heading
      Modify the heading shown above the session options and instructions.
    • Session Instructions
      Enter instructions in the text input field. To format the text you must enter HTML code.
  7. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 6 - Add registrant information to be gathered during registration Back to Top

Include fields that you want registrants to fill out during the registration process. You can collect additional information later in the setup process, on the Additional Info tab.

From the Registrant Information tab of the Setup section:

  1. Start by clicking the Default button to populate the Text Shown boxes. You can now customize this text shown on your registration form to better suit your needs.
  2. Check Include beside each information field you wish to include in your form.
  3. Check both Include and Required if the information field must be completed by the registrant.
    • Included fields are optional until the Required box is checked.
    • The registrant's name, address and telephone number are required to process credit cards, as well as, if you should ever need to resolve a credit card dispute. These fields cannot be unchecked.
    • You do not need to delete the text fields that are not included.
  4. Make it easier for registrants by setting the Default Country and State/Province/Region to be displayed on your form. Registrants can select a different Country and State/Province/Region if the default setting does not apply to them. Or leave the default setting as "--- Select ---" if your audience is located across multiple countries or regions.
  5. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.

Use the Ask Questions section to include additional questions, including multiple choice questions.

Step 7 - Optional: Add a waiver Back to Top

The Event Waiver is shown as a link on your registration page. Choose a waiver from the drop-down list, or create a new waiver. You choose whether registrants must accept the terms of your waiver before registering for the event.

STEP 1 - Create your Event Waiver

  1. Click Save to save your Event created in steps 1-5.
  2. Create your Event Waiver.

STEP 2 - Attach this waiver to your event registration form:

  1. From the Setup section of the Event Registrar menu, choose Manage Events and click Change beside the name of the event.
  2. Click on the grey Waivers tab.
  3. Choose the Event Waiver from the drop-down list.
  4. Enter the Link Text that you want registrants to see when they visit this page.
  5. If you Require registrants to accept the waiver before proceeding with registration, choose this option.
  6. Click the Default button to populate the Waiver Section Heading in the text field, which you can change as required.
  7. Click the Default button to populate the Instructions that are shown above the event waiver, which you can change as required.
  8. Click Update & Next to continue; or Save as Draft/Active when finished, to save your settings to the system.
Step 8 - Add payment options Back to Top

Allow participants to select from additional offline payments methods when registering. Choose a currency for the event, and which taxes to be charged. GiftTool automatically calculates the appropriate taxes and adds them to the total.

On the Payment Options tab in the Setup section:

  1. Allow other prepayment methods
    Registrants are given the option to pay other than by credit card—for example, by cheque or money order. When choosing this option:
    • Enter the payment options in the text field.
    • Confirm the payee. Your organization's name and address registered with GiftTool is shown as the default recipient. Notify GiftTool if the payee address is not correct.
  2. Allow payment on site
    Registrants are given the option to pay at the door.
    • For Virtual Events, we recommend that you limit payment to credit cards only. Otherwise, if you do not receive instant payment, your virtual event access instructions will be automatically included in the confirmation email sent to your participants, whether they have paid or not.
  3. Choose the Currency for the event price.
  4. Choose the applicable Taxes to be charged and the event location for tax calculations.
    • For an event with a physical location, you must select the location used to calculate the taxes.
    • For Virtual Events, the taxes will be calculated based on the location of the registrant, as you are virtually "shipping the goods" to their location.
  5. Check Canadian Tax Exemption to collect tax exemption numbers.
    • Some customers may be exempt from paying Canadian national and/or provincial sales tax on their registration fees. You can opt not to charge taxes on these registrations, when tax exemption numbers are provided during the registration process.
    • The Event Registrar service collects and records the customer's national and/or provincial tax exemption numbers. Note that the system has no way of checking the accuracy of the tax exemption numbers; you must do this separately.
  6. Click Update & Next to continue; or Save as Draft/Active when finished, to save your settings to the system. 
Step 9 - Configure tax receipting Back to Top

Setup your event to automatically issue receipts for a portion of the ticket price, registration options, session options and/or additional items, along with any optional donations made.

NOTE: Payment will be restricted to paying by credit card only, if you have setup a portion of the ticket price to be tax deductible.  This is to prevent sending out a tax receipt before you have received payment. Therefore, do not enable tax receipting if you wish to allow other payment methods (pay by cheque or at the door).  

This is a two step process:

  1. First follow the instructions below to configure tax receipting.
  2. Then, when setting up your Registration Options, Session Options, or Additional Items, you can determine if part or all of their value as tax deductible.

On the Receipts tab in the Setup section:

  1. Determine if donations tax deductible.
  2. For registered Canadian charities:
    • Check the box for "Registered Canadian charities ONLY: Yes, issue etax receipts" to have an encrypted PDF copy of the eTax receipt sent along with the confirmation email.
    • [Optional] Specify the minimum tax receiptable donation amount required to issue an eTax receipt.
    • Click Default to populate the text for the email that accompanies the eTax receipt. Modify the message to your needs.
  3. For United States 501(c)3 charities:
    • The following tax receipt message will be displayed the confirmation email.
      Tax deductible portion of total amount: $XXX.XX USD

      Please print this receipt for your records. We are a 501(c)(3) non-profit organization. The tax-deductible amount is fully tax-deductible to the extent allowed by law.
    • Specify the minimum tax receiptable donation amount required to issue a receipt.
  4. For registered United Kingdom (UK) charities, check the box to show the Gift Aid declaration.
  5. Click Update & Next to continue; or Save as Draft/Active when finished, to save your settings to the system.
Step 10 - Add Thank you message & payment instructions Back to Top

You have the opportunity to create a specific Thank You Message (displayed after payment is completed) as well as Payment Instructions and your Cancellation Policy (displayed before and after payment is completed).

From the Confirmation Messages tab in the Setup section:

  1. Click Default to populate the Thank You Message, which you can customize the text as required.
    • This message is displayed after payment is completed, as well as, at the top of the confirmation email.
    • You can use the HTML editor to add text attributes, paragraph formatting, images, links and colours to your message.
    • When pasting text from a Microsoft document, use the "Paste as Plain Text" icon and format your text with the HTML editor icons. 
  2. Enter the Payment Instructions & Cancellation Policy text that is shown on the payment page of the registration form.
    • This message is displayed before and after payment is completed, as well as, in the confirmation email.
    • You can use the HTML editor to add text attributes, paragraph formatting, images, links and colours to your message.
    • When pasting text from a Microsoft document, use the "Paste as Plain Text" icon and format your text with the HTML editor icons. 
  3. Click Update & Next to continue; or Save as Draft/Active when finished, to save your settings to the system.
Step 11 - Add Registrant Types Back to Top

This section allows you to build a list of Registrant Types which will customize the registration form based on the type of registration the attendee selects. You must set up at least one Registrant Type. For simple events, you can create a single registrant type (for example: 'General Admission', or 'Regular', or 'Registration‘). Creating multiple registrant types allows you to:

  • Track attendees by registrant type (for example: member, non-member, student, press, VIP tickets, speakers, guests, spouse, exhibit-only, ...etc.)
  • Hide certain registrant types from your public registration form which instead can be administered in the GiftTool BackOffice (for example: complimentary tickets)
  • Offer a different selection of registration options, session options and items for sale to each registrant type
  • Offer a special rate for registration options, session options and items for sale to each registrant type
  • If using the GiftTool Membership service: Allow the system to automatically confirm a member’s status before allowing a member discount, preventing non-members from registering for the member rate.

When you show all registrant types on the registration form, anyone can self-register. When using the Event Registrar with the Membership service, GiftTool checks for valid membership numbers before allowing a member discount. Alternatively, you can enable Manual Authentication to offer special rates with a coupon code, student ID or member ID that you manual check in your Total Order Excel report.

When you show some registrant types only in GiftTool's BackOffice, you can register and generate reports on the special rates without offering them to all registrants.

How do I add a registrant type to an event?

  1. From Registrants tab, click Add Type.
  2. Enter a Registrant Type name that is shown on the registration form.
  3. Choose whether to make the registration public or hidden:
    • Show on registration form allows registrants to self-register by choosing this option.
    • Show in GiftTool BackOffice only allows you to administer the registration type, without offering it for self-registration.
  4. Choose an Authentication method:
    • None required registration uses the posted price. This type needs no authentication.
    • Authentication through Membership service calculates a discount for members; this calculation uses the Membership service to validate membership status.
    • Manual authentication means that GiftTool has no way to check that the registrant is entitled to a special rate. You can generate a report for all registrants requiring manual authentication—for example, registrants who must show ID at the door.
  5. Repeat the steps above to create additional Registrant Types.
  6. Click the up or down arrows, move the registrant types vertically to the new location. This changes the order in which your registrant types will be displayed.
  7. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 12 - Optional: Allow Group Registration Back to Top

You can allow registrants to process multiple registrants in a single transaction, and pay with one or more credit cards. Group registration gives registrants the additional flexibility to take advantage of group prices, where groups of a minimum size qualify for a discount or get a rebate on any registration option or session option fees. Note: The group discount or rebate does not apply to any additional items purchased or donations made.

  • To receive a discount, one person registers all group members at the same time and immediately receives a group discount during the online registration process.
  • To receive a rebate, one person registers all group members at the same time and pays the regular price. The event coordinator can generate a report that identifies groups that qualify for a rebate.
  • By enabling Group Registration, an Add Additional Registrant button will appear at the bottom of the personal information page. On the final payment page, the registrant will be able to pay each transaction with a different credit card or click "Use the same payment values as above".
  • Do not enable group registration if you have checked off the Quantity box on the Form Options tab.

From the Registrants tab, click Registrant Groups:

  1. Allow multiple registrants without offering group discounts or rebates. This option allows registrants to process multiple registrants in a single transaction without offering group discounts or rebates.
  2. Allow multiple registrants and offer a group discount. This option allows registrants to receive a discount when registering as part of a group.
    • Enter the minimum number of registrants to qualify for a discount. All group members must be registered at the same time to qualify for the discount.
    • Enter the percentage of the group discount.
    • Enter the description shown in the group discount section of the registration form.
  3. Allow multiple registrants and offer a group rebate.This option allows a group organizer to receive a rebate once the minimum number of a group have registered.
    • Enter the minimum group registration to qualify for a rebate.
    • Enter the percentage of the group rebate.
    • Enter the description shown in the group rebate section of the registration form.
  4. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.

Step 13 - Add a registration option Back to Top

The Event Options section allows you to create the registration options and fees associated with your event.

You must create at least one registration or session option.

For simple events, you can create a single registration option called 'Registration Fee' or 'Single Tickets'. For more complicated events such as multi-day conferences, you can offer a series of registration options allowing entrance to your conference, which are also bundled into specially-priced packages.

When an event includes sessions requiring advanced registration due to space limitations, create an unlimited number of session options to suit your event.

  1. From the Event Options tab, click Registration Options.
  2. To add an option, click Add Registration Option.
  3. Enter the name of the Registration Option to be shown on the online registration form.
  4. Optional: Enter the Capacity to track and show the number of available spaces.
    • When the capacity is sold out, the spaces remaining will change to “Full” and the registrant will no longer be able to select this option.
    • When capacity is not relevant, leave the field blank.
    • Capacity will be limited by the number of tickets sold for this Registration Option, regardless of the number of Registrant Types purchasing this option. How do I limit capacity by Registrant Type instead of by Registration Option?
    • On the Event Description page displayed to the public, you can show or hide the number of available spaces for each Registration Option by changing the settings in the Form Options section.
  5. Choose whether the option will be offered as:
    • Both
      Select this setting for most situations.
    • An independent option
      Select this setting only if you wish to distinguish this independent option from options. Independent options will be displayed below the title "Additional Registration Options"
    • Part of a package
      This option will NOT be displayed to the public. Select this setting only if you wish to track capacity for individual elements that are included in a package.
  6. For each registrant type, enter one or more prices:
    • Enter a Regular Price. This is the main price shown on the registration form, and the only price shown when no early prices apply. For free events, set the price to $0.
    • If you offer a discount for early registration or purchase, enter an Early Price. The price is shown in an adjacent column.
    • When entering an Early Price, enter the last date that the price applies, by clicking the calendar icon or by using the YYYY-MM-DD format. The date is shown as the column heading for the corresponding price.
    • You can add an Even Earlier Price following the steps above.
  7. To allow registrant types to choose this registration option, make sure that the box beside the registrant type is checked and a price is entered. Set price to $0.00 if the event is free.
  8. If you have enabled tax receipting, you will have the option to determine whether the full or partial amount of the option is tax deductible. Note, the offline payment methods by cash or cheque will not be displayed on the payment page if a portion of their total is tax deductible, so that the tax receipt can be issued immediately.
  9. Click Save Registration Option.
  10. Repeat the steps above to create additional options.
  11. To move change the order in which your options will be displayed, mouse over the Registration Option, and your mouse will change to a four-way arrow. Left click on the option to drag & drop it vertically to the new location.
  12. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 14 - Optional: Add a registration package Back to Top

You can group any number of registration options to offer one or more packages. You should only add a package if you are also selling the individual options included in this package, as this will allow you to track capacity at the option level.

Combine registration options into a package, then set the package price. A package is shown as Sold Out when the capacity of one of its registration options is filled. See example.

  1. To add a registration package, click Add Package.
  2. Enter the name of the registration package to be shown on the online registration form.
  3. Select the options to be included in the package.
  4. For each registrant type, enter one or more prices:
    • Enter a Regular Price. This is the main price shown on the registration form, and the only price shown when no early prices apply. For free events, leave this field blank.
    • If you offer a discount for early registration or purchase, enter an Early Price. The price is shown in an adjacent column.
    • If you entered an Early Price, enter the last date that the price applies, by clicking on the calendar icon or using the YYYY-MM-DD format. The date is shown as the column heading for the corresponding price.
    • You can add an Even Earlier Price following the steps above.
  5. Repeat the steps above to create additional packages.
  6. Click the up or down arrows, move the packages vertically to the new location. This changes the order in which your packages will be displayed.
  7. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 15 - Optional: Add sessions Back to Top

When your event includes sessions that require advance registration, add a session by giving each time slot a name, then add the appropriate session options to that time slot.

You can limit registrants from selecting a session if it is not included in their registration option. For example, registrants will only be shown the Friday sessions if they have selected a Conference package which includes Friday.

  1. First you must create a time slot, by clicking Add Session Time Slot.
    • Enter the Time Slot Name to be shown on the online registration form.
    • Optionally, you can enter a Time Slot Code for each session.
    • Enter the Start Date and End Date of the session option, using the YYYY-MM-DD format.
    • Enter the Start Time and End Time, specifying AM or PM.
    • To show the session in an italicized font, check Italicize session. Changing the formatting on some sessions allows you to emphasize certain sessions, distinguish between session types, or highlight between-session times such as lunch or breaks.
    • To limit a session to particular registrants, choose one or more options that qualify attendance.
    • Click Save.
  2. Repeat the steps above to create additional Sessions Time Slots.
  3. Drag & Drop to change the order in which your Sessions Timeslots will be displayed. Once you have them in the correct order, click Update & Next before proceeding to make any other changes.
  4. Next click Add Session beside the Time Slot, to create your sessions.
    • Enter the Session Option to be shown on the online registration form.
    • You can enter an Option Code for each session option.
    • Enter the Capacity to track and show the number of available spaces. Entering capacity is optional. When capacity is not relevant, leave the field blank.
    • Enter the Start Date and End Date of the session option, using the YYYY-MM-DD format.
    • Enter the Start Time and End Time, specifying AM or PM.
    • In the Link this session option field, enter there URL where you want the session details to be shown.
    • Choose which registrant types need prices for this registration option.
    • Enter one or more prices for each registrant type:
      • Enter a Regular Price. This is the main price shown on the registration form, and the only price shown when no early prices apply.
      • If you offer a discount for early registration or purchase, enter an Early Price. The price is shown in an adjacent column.
      • If you entered an Early Price, enter the last date that the price applies, using the YYYY-MM-DD format. The date is shown as the column heading for the corresponding price.
      • You can add an Even Earlier Price following the directions as above.
      • Set price to $0 to indicate no-charge sessions.
      • To allow registrants types to choose this session, make sure that the box beside the registrant type is checked and a price is entered. Set price to $0.00 if the session is free.
    • Click Save Session Option
  5. Repeat the steps above to create additional Sessions Time Slots.
  6. You cannot change the order of the sessions. If you need to change the order, you can either rename all the sessions or use the copy feature to create copies of the old session to appear below the newest session.
  7. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 16 - Optional: Sell additional items Back to Top

You can offer one or more event-related items during registration, and organize your additional event-related items into categories for ease of navigation. Create the category, then add event-related items, or add categories as you go. To restrict the offering of this item to specific registrant types, check the applicable type. Leave the price field blank if the cost of the item is included in the general registration fee. Use of this feature is optional.

You can organize your additional event-related items into categories for ease of navigation. Create the category, then add event-related items, or add categories as you go. You must create at least one category in order to sell items.

  1. First, create a category by clicking Add Category.
    • Enter the Category Name.
    • Optionally, enter the Category Description that registrants see when they visit the registration page.
    • Click Save.
    • Repeat above steps to create additional categories.
  2. After you have added a category, click Add Item beside the category name.
  3. Enter the Additional Item Name.
  4. Enter an optional Additional Item Description. Registrants will see this description on the registration form.
  5. When the quantity is limited, enter the Available quantity. Leave the field blank when a quantity limit does not apply.
  6. When the quantity per registrant is limited, enter the Maximum per registrant. Leave the field blank when a quantity limit does not apply.
  7. For each Registrant Type allowed to purchase this item, enter one or more prices:
    • Enter a Regular Price. This is the main price shown on the registration form, and the only price shown when no early prices apply. Set price to $0.00 for free items.
    • If you offer a discount for early registration or purchase, enter an Early Price. The price is shown in an adjacent column.
    • If you entered an Early Price, enter the last date that the price applies, using the YYYY-MM-DD format. The date is shown as the column heading for the corresponding price.
    • You can add an Even Earlier Price following the directions as above.
    • To allow registrants types to choose this item, make sure that the box beside the registrant type is checked and a price is entered. Set price to $0.00 for free items.
  8. Click Save Additional Item.
  9. To sort the list by item category, click the arrow next to the category you have chosen.

    Items will be listed in alphabetical order. To control the order of the items within a category, you should type a number before the name of each item of the items.
  10. Click Save Additional Item.
  11. Repeat steps above for each additional item.
  12. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 17 - Optional: Include a donation section Back to Top

If your event is a fundraiser, include a donation option in your registration form to be shown to everyone or to specific registrant types.

  1. From the Additional Items tab, click Donations.
  2. Choose Include a Donation section.
    This adds a donation section to the registration form.
  3. Choose the registrant types to be shown a donation section on their registration forms.
  4. [Optional] For Registered United Kingdom (UK) Charities only: check the box to display the Gift Aid declaration.
  5. Enter the Donation Section Name [such as: Additional Donation].
  6. Enter Donation Instructions in the text field.
  7. Check the Onetime Donation frequency. You can also check the Monthly or Quarterly option, if you wish to offer the opportunty to join your recurring giving programs.
  8. [Optional] Enter a confirmation message (such as: Thank you for your donation. Your contribution is greatly appreciated.).
  9. Determine if donations are tax deductible.
    • For Registered Canadian charities:
      • Select this option to automatically issue eTax Receipts.
      • Click Default to populate the email used when sending the eTax Receipt, modifying the text to your needs.
      • Optionally, set a minimum contribution amount below which a tax receipt will not be issued.
    • For Registered US 501(c)3 charities
      • Select this option to automatically display the following tax receipt message:
        Please print this receipt for your records. Our organization is a 501(c)(3) non-profit organization. As no goods or services were received, your donation is fully tax-deductible to the extent allowed by law.
      • Optionally, set a minimum contribution amount below which a tax receipt will not be issued.
  10. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 18 - Optional: Setup event lodging Back to Top

Offer registrants the convenience of booking their lodging as part of the registration process, while promoting the official event venue. You can list multiple rates and room types for the same lodging. Lodging can include hotels, motels, bed and breakfast homes, dormitories—even campgrounds.

For each lodging, you can set up multiple accommodation types, and offer group rates. Registrants booking their own accommodations can benefit from any group rate your organization has negotiated for the event.

  1. On the Lodging tab, choose Set Up.
  2. Choose Collect Lodging Fees to gather both the requests and fees.
    or
    Choose Collect lodging requests only to gather the requests only.
  3. Enter the Lodging Section Name.
  4. Enter Lodging Instructions in the text field.
  5. To Show driving directions to lodging, check this option.
    When registrants click this link, a new browser window opens with the lodging address & driving directions displayed with Google maps.
  6. Click Add Lodging.
  7. Enter the Lodging Name.
  8. Enter Lodging Description in the text field.
  9. Complete the Lodging Information section.The lodging information allows registrants to contact the venue.
  10. Enter the name for registrants to use when claiming a group rate at the lodging. Showing a group rate name allows registrants who book their own accommodations to benefit from any discounted rate your organization has negotiated for the event, and allows you to track how many registrants made reservations at the same lodging venue.
  11. Click Save & Add Accommodation Type to continue; or Save to add another lodging.
  12. On the Lodging tab, choose Manage. You can add one or more types of accommodation per lodging. To show accommodation as part of the registration form, the appropriate registrant types must be checked in both the Lodging Set Up and Accommodation Type sections.

    Examples of accommodation types are rooms in a hotel, a bed in a shared room, or a space in a dormitory or tent.
  13. Click Add Room beside the lodging name.
    • Enter the Accommodation Name.
    • Enter Accommodation Description in the text field.
    • Enter the Arrival Date.
    • Enter the Departure Date.
    • Choose the Accommodation Options you want to offer.
    • Enter the Accommodation Rate to charge registrants.
      Leave the field blank if registrants pay no charge.
    • Enter the Number of Available Units for this accommodation type.
    • Choose the applicable taxes to be charged.
    • Choose the registrant types to be shown the accommodation section on their registration forms.
  14. To archive an accommodation type for later display, deselect all registrant types.
  15. Click Update & Next to continue; or Save as Draft/Active when finished to save your settings to the system.
Step 19 - Optional: Ask Questions Back to Top

Many types of information you may want to gather from registrants don't fall neatly into the personal information section. GiftTool gives you a way to gather that information as part of the registration process, automatically tabulates the answers, and allows you to put the results to use immediately.

Gather additional information from participants by asking questions. You can ask questions to:

  • All participants
  • Only those participants who select a specific Registration Option or Session Option.
  • Only those participants who select a specific Additional Item.


How do I include questions in my registration form?

  1. On the Ask Questions tab, select your Question Type from the drop down menu and click Add Question.
    • Multiple Choice: Allows you to collect a multiple choice answer using radio buttons or a drop-down list or collect all answers that apply with Multi-select check boxes.
    • Text / Numeric: Allows you to collect a Text answer, a Number answer, a Dollar amount answer or a Percentage answer.
  2. Enter the question and options for a multiple choice. If you have run out of spaces for the multiple choice options, click Add another choice.
  3. For each question type, you should determine if this question should be displayed to all registrants; or only when a registrant selects a specific Registration Option, Session Option or Additional Item.
    • You can only make this selection when first creating your question.  Once, your question has been saved, this selection cannot be changed.  Instead, delete the question and start over again.
  4. Click Save Question.
  5. You can modify the order in which your questions will be displayed by clicking on the up or down arrows.
  6. Click Save as Draft/Active when finished to save your settings to the system. Your event has now been saved to the system.
If your event has been setup before June 23 2009, and you have added an Event Survey to include a survey page to your registration form follow these instructions:
Step 20 - Review Profile to ensure event is well formed Back to Top

Review the event Profile to ensure that the setup is well formed:

  1. Click Registrar to view the Main Menu of this service.
  2. From the Setup section, click Manage Events and select the folder (Active, Draft or Archived) listing the event to be reviewed.
  3. Click Profile next to the event name, and review the message displayed in the Well Formed section.
  4. If the message displayed is "Yes":
  5. If there is a red message idenfying issues to address:
    • Follow the steps above to correct the issue(s).
    • Note: If the errors are not corrected, you will not be able to view your reports.



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