How do I create an Event?

This tutorial will walk you through the process of creating an Event in CircuiTree. An Event is what you offer your customers, be it summer camp, family camp or a weekend retreat. It is one of the core concepts in CircuiTree.

Events take place over a specific time period at a particular location. They also can have resources [like lodging, activities, and transportation] associated with them. You can configure the information that you collect as well from Medical Forms to custom questions.

Navigation

  1. In CT6, go to Menu > Config > Registration > Events.

  1. To view existing Events, use the Criteria to filter and then select Find.

  •  Select to edit an Event.
  •  Copy an Event.
  •  Delete an Event. Only Events without Registrations can be deleted.

Copy Event

When copying an Event, select Copy and then update the following for the new Event and select Copy.

New Event

  1. From the Events list, select Add Event.

Event Details

Naming

The Event Name is used to identify the Event in various parts of CircuiTree.

  • Full Name – Mostly used internally to reference the Event.
  • Name – Often used on the Registration Site to identify the Event. Where do Event Names display?
  • Abbreviation – Used as shorthand to reference the Event internally. Will be used for reference when the Name can not be used due to lack of space.
  • Session – Enter a code that can be used to compare different Events year over year.
  • Description – Add a description of the Event. By default this is not show on the Event Selection screen on the Registration Site.
Quick Tip – Session can be used in Reporting for year over year analysis if the name of the Event is different each year.

Dates

Enter the begin and end date for the Event.

Availability

Determine who is able to register for the Event.

  • Availability Determined By – Select between the following options:
    • Attendee Max – Set a maximum capacity. Once that number is reached, the Event will follow Waitlist rules.
    • Housing Resources – Allocate Housing Resources to the Event, and then once all of those Resources have been reserved, follow Waitlist rules.
    • Both Attendee Max and Housing Resources – Set both a maximum capacity and allocate Housing Resources. Once either the maximum capacity is reached or all of the Housing Resources are reserved, then follow Waitlist rules.
  • Max Capacity – Set the maximum number of Registrations. Select Capacity Set On Event or uncheck to set Capacity on each Event Division.
  • Who can register? – Select the Registration Types that are available for the Event.
    • Child – Allow a parent to register a child for an Event. A child is determined to be anyone with an age less than the global Administrator Age [by default 18].
    • Family – Allow a family member to register multiple people for an Event.
    • Group – Allow a group leader to register multiple people for an Event.
    • Self – Allow one person to register themself for an Event. Only the person who has the account can register for an Event with Self selected.

The following options will appear on the Registration Site to filter the Event Selection page by Registration Type. An option for each Registration Type will display if there is any future Event with that option selected.

  • Lodging Selection – If Housing Resources are allocated determine if a step should be added during Registration to select Housing.
    • Do Not Prompt – Do not add a step during Registration. If Availability Determined By is set to either Housing Resources or Both Attendee Max and Housing Resources, then Housing will be automatically reserved on Registration. Can be updated through Housing Assignments in the future if needed, and Attendee won’t see change.
    • Optional – Adds a step during Registration, but does not require any Housing Resources to be reserved. If Availability Determined By is set to either Housing Resources or Both Attendee Max and Housing Resources, then Housing will be automatically reserved to Registration if nothing selected.
    • Required – Adds a step during Registration that is required to reserve Housing before activation.

  • Display Lodging By – If under Lodging Selection, either Optional or Required are selected, then select from the following options:
    • By Category – Displays Resource Category and reserves first available Resource automatically.
    • By Room – Displays a list of rooms available for selection.
  • Allow Extra Lodging – Check to allow customer to select more lodging than needed. For example a family of 6 could select 2 rooms with capacities of 6.

Settings

Determine the Accounting Settings for the Event.

  • Location – Select from the list of available Locations. If new Location is needed, select Add Location from drop down menu.
  • Company Division – Select from the list of available Company Divisions. If new Company Division is needed, select Add Company Division from drop down menu.
  • Cost Center – Select from the list of available Cost Centers. If new Cost Center is needed, select Add Cost Center from drop down menu.
  • Event Type – Select from the list of available Event Types.
  • What date is used to determine age? – Used for Events with Event Divisions that are restricted by Age. By default this is set to the Begin Date of the Event, but can be changed if needed.

More Options

Select More to see the following list of options.

Display

  • Private Event – Select to make Event only accessible through a unique link that is created.
  • Hide Event Dates – Select to hide the dates of the Event during Event Selection.
  • Use as Template – Select when creating a Template Event to be used with a Guest Group Package. How do I configure Guest Groups?
Projections

These internal fields can be used in Reporting to compare your projections to actuals.

  • Attendees – Set the number of projected Attendees for the Event.
  • Income – Set the projected Income for the Event.
Roomates

  • Allow across divisions? – Select to allow Roommate Requests to be made with someone in a different Event Division than the requestor.
  • Max attendees in chain – Set the maximum number of Roommate in a chain.
  • Max years between attendees – Set the maximum number of years between Roommates in a chain.
  • Max requests per attendee – Set the maximum number of requests that can sent per Attendee.
  • Max grades between attendees – Set the maximum number of grades between Roommates in a chain.
Quick Tip – A Roommate Chain is a grouping of Attendees who all have accepted Roommate Request from each other. During Housing Assignments, these chains will allow you to keep requested roommates together.

Event Divisions

The next step is to add an Event Division. An Event Division is what a customer registers for. Each Event must have at least one Event Division and they can be used in some different ways.

Event - Event Division - Summer - Family

  1. Select the Event Divisions tab and In the lower right hand corner, select Add Event Division to create one.

  • Full Name – Mostly used internally to reference the Event.
  • Name – Often used on the Registration Site to identify the Event. Where do Event Names display?
  • Abbreviation – Enter an Abbreviation for the Event Division. Will be used for reference when the Name can not be used due to lack of space.
  • Event Division Type – Select an Event Division Type. If new Event Division Type is needed, select Add Division Type from drop down menu.
  • Description – Add a description of the Event Division. By default this is not show on the Event Selection screen during Registration.

  • Restrictions
    • Gender – Choose either Any, Male or Female.
    • Age / Grade – Choose either Any Age or Grade, Age or Grade.
  • Attendee Max – Set the maximum number of Attendees for the Event Division.
  • Returning / New Attendee – Set the date and time when either Returning or New Attendees are able to register for an Event. Returning Attendees are anyone with a previous Registration.
  • Disable Online Registration – Check box to remove Event Division from being shown during Event Selection on the Registration Site.

Select More to see a list of other options.

  • Allow Anonymous – Check box to not require Registrations to be named during process. Useful for Group Registrations.
  • Disable Waiting List – Check box to turn off Waiting List functionality.
  • Ignore WL Registrations – Check box to allow Registrations until the Event is full. Will ignore waitlist. How do Ignore waitlist option work?
  • Reserve – Set the number of spots that are reserved before a certain date. Number is deducted from Attendee Max.
  • Pad – Set the number of additional spots that are available before a certain date. Number is added to Attendee Max.

Charges

Once you have created all of your Event Divisions, move on to adding Charges.

  1. Select the Charges tab and select Edit to update.

  1. Fill out the following fields:

  • Charges are the same – If all of the Charges on the Event Divisions are going to be the same for the Event, check the box. If they are different, uncheck the box to set up different charges per Event Division.
Quick Tip – Unchecked the box but didn’t mean to? Refresh the screen, and if nothing has changed, the system will group them again.
  • Deposit Amount – Enter the amount required to Activate the Registration.
  • Transfer Fee – Set the amount to charge when a transfer occurs.
  • Payment / Deposit Schedule – See explanation below.
  • Cancellation Policy – See explanation below.
  • Balance Due Date – Set the date when the balance is due.
  • AR Category – Select an AR Category, choose to Allow Discounts or not and set an Amount. Select  for multiple charges from different AR Categories.
  1. Once complete, select Save.
Payment / Deposit Schedule

Many times you will have organization registration policies that apply to multiple Events. That is where Payment and Deposit Schedules come in. These schedules allow you to configure one policy and use it for multiple Events. Need to update the policy? Update it in one place and it will show up anywhere that the policy is selected. Here is how you can set up a policy:

  1. Under Payment / Deposit Schedule, select the drop down arrow.
  2. Select Add Deposit Schedule Policy.

  1. Enter a name for the policy and then select from one of three options.

  1. For each option, you can add multiple rules to the policy by selecting .

  • Select either a Specific Amount or Remaining Balance.
  • Enter an amount.
  • Enter the number of days before.
  • Select either Event Start Date or Balance Due Date.
  1. Once you have selected an option and added rules, select Save Policy.
Cancellation Policy

Similar to Payment / Deposit Schedule, you can add create a Cancellation Policy to use with multiple Events. Here is how to create one:

  1. Under Cancellation Policy, select the drop down arrow.
  2. Select Add Cancellation Policy.

  1. Enter a name for the policy and then enter the rules. Select   for additional rules.

  • Enter an amount.
  • Choose either a dollar amount [$] or a percentage [%].
  • Select either Deposit or Tuition.
  • Select the timing of when the policy applies:
    • After enrollment – Anytime after the Registration is Activated.
    • On date – Select a specific date.
    • Before start – Enter the number of days before the Event starts.
    • After start – Enter the number of days after the Event starts.
  1. Once rules are set, select Save Policy.

Steps

Customize the experience for your customer’s during the registration process by adding Steps. Here is how to get started:

  1. Select the Steps tab.

  • Attendee Steps are the same – If all of the Steps on the Event Divisions are going to be the same for the Event, check the box. If they are different, uncheck the box to set up different charges per Event Division.
Quick Tip – Unchecked the box but didn’t mean to? Refresh the screen, and if nothing has changed, the system will group them again.
  1. Select Add Step and fill out the fields.

  • Select Step – Choose from the list of available Steps. Steps can only be added once per Event Division. What Attendee Workflow Steps are available?
  • When does this step show during registration? – Select either Asked or Skipped. All Steps are available after the Registration is Activated.
  • Who can complete? – Select the Registration Type [Child / Family / Group / Self] that can complete this step. Not all Steps allow each Registration Type.
  • Who can access? Select from the following options:
    • Itinerary Admin – Parent / Guardian that created Registration.
    • Other Authorized Individuals – Group Leaders.
  • When can this be accessed? – Set the number of days before or after to display or hide the step. Leaving both fields blank will result in the step always being visible.
  • Additional Information – For certain Steps, configure additional information.
  1. Once complete, select Save.
  2. Select Add Step to add additional Steps to complete the workflow.

Lodging

Allocate Lodging Resources to your Event to allow for selection during the Registration Process or during Housing Assignment.

  1. Select the Lodging tab and in the lower right hand corner select Edit Lodging.
  2. Use the Criteria to filter what you are looking for and then select Find.

  1. Check box next to the Lodging to Allocate, fill out the other fields and then select Save.

  • Min / Max – Set the Resource Category Restriction to limit the number of Reservations that can be made for that Category.
Quick Tip – If someone is required to select at least 1 but no more than 3 Resources in the given Resource Category, set the Min to 1 and the Max to 3.
  •  Modify Dates – Select to change the date and time of the Allocation.
  •  Visible on Web – Select to display the Resource on the Registration Site.
  • Quantity – Enter the quantity to Allocate.
  • Cost – Enter the charge for the Allocation.
  • Event Division – Select between All or a specific Event Division to allocate the Resource to.
  1. After saving, you can view the Allocations and complete other actions.

Resource Allocation Attributes
  1. Select  to edit Resource Allocation Attribute.
  2. Enter the Attribute value and then select Save.

Resource Requirements

Set requirements when you want to require that an Attendee selects one Resource based on another. One example would be to set a Resource Requirement for Lodging for a specific Activity.

  1. Select  to edit Resource Requirements.
  2. Select the required Resources on the right and then select Add Selected to move them to Assigned. Once finished, select Save.

Meals

To assist in meal planning for your Food Service department, allocate Meals to your Event.

  1. Select the Meals tab and in the lower right hand corner select Edit Meals.
  2. Use the Criteria to filter what you are looking for and then select Find.

  1. Check box next to the Meal to Allocate, fill out the other fields and then select Save.

  • Min / Max – Set the Resource Category Restriction.
  •  Start / End Time – Set the start and end time for the meal.
  •  Visible on Web – Select to display the Resource on the Registration Site.
  • Quantity – Enter the quantity to Allocate.
  • Cost – Enter the charge for the Allocation.
  • Event Division – Select between All or a specific Event Division to allocate the Resource to.
  1. After you save, you can view the Meal allocations.

Resources

Allocate Resources to your Event to track what you will be using.

  1. Select the Resources tab and in the lower right hand corner select Edit Resources.
  2. Use the Criteria to filter what you are looking for and then select Find.

  1. Check box next to the Resource to Allocate, fill out the other fields and then select Save.

  • Min / Max – Set the Resource Category Restriction.
  •  Modify Dates – Select to change the date and time of the Allocation.
  •  Visible on Web – Select to display the Resource on the Registration Site.
  • Quantity – Enter the quantity to Allocate.
  • Cost – Enter the charge for the Allocation.
  • Event Division – Select between All or a specific Event Division to allocate the Resource to.

Registrations

View the list of Registrations for your Event.

  1. Select the Registrations tab.
  2. Use the Criteria to filter what you are looking for and then select Find.

  1. To see more specifics about a Registration, select View.

Attributes

Enter values for Event specific Attributes.

  1. Select the Attributes tab.
  2. Enter the values for the Attributes then select Save.

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