How to set up Group Registration
Steps involved in setting up a Group Registration :
Step 1: Make the group registration instructions available to the users
Step 2: Add an 'Admin Only' Group Reg Product
Step 3: Add a Discount Product for the group
Step 4: Add the Admin Only Group Reg Product to one of the responsible group members account
Step 5: Send the Discount code details to the requester to be shared with the other members.
Step 1: How to make the Group Registration instructions available to the users:
Option 1:
Click on the 'Manage Activity Pages' on the Activity dashboard
Click 'Add New'
Select the Type = Registration Landing Page
Enter the Instructional text in the' Content' field OR
If you would like to provide the instructions in a document, add the document to the files section under 'Web Content' and enter only the file name with the extension. E.g: GroupRegInstructions.doc in the 'Document Link'
Note: If both the 'Document Link' and 'Content' fields are used, the text in the Content will be ignored.
Option 2: Another option to gather the group registration requirements is to have the requester fill out a Group Reg Request Form.
Create a Request Form; add an Activity page and have it redirect to the form.
Step 2: Admin only Group Registration Product set up:
Based on the requirements that the admin receives please set up 'Admin Only' Group Registration Product as instructed below:
Note: This is an 'Admin only' product which means this is not visible to the front end user. Admin uses this product to add an order to one of the group members.
Select the Activity and go to 'Manage Activity Products' page
Click on 'Add Product'
Product Type: Select 'Additional Options' or 'Additional Products'.
Name: Give a unique name to the Product so that the group could identify the product built just for them
Available On/ Discontinued On: The date range for the product availability
Unit Price: E.g. If a single Reg. product value is $100 and you are building the product for 5 people in the group, add the total price for all of them i.e., $500 (This Product is something that is going to be administratively added to 1 person in the group including for the rest of the group members)
Unit Limit: 1 - This is the number of people the product is available for> The Admin is going to add this product order to only one person in the group.
Quantity Max: 1 - How many of this product can be added to a single person.
Admin Use Only = Yes. This product is hidden from the general registration purchases.
Step 3: Adding a Discount Product for the group members:
This discount is going to be used by all of the group members when they purchase their group reg product.
Go to 'Manage Activity Products' page and click 'Add Product'
Product Type: Discounts
Name: Give a unique name so that the discount product is identifiable in the product reports
Available On/ Discontinued On: The date range for the product availability
Unit Price: Usually 100 percent such that this discount is used by the rest of the members
Unit Limit: 5 - This is the number of people that are eligible to use the discount. (In the example here: when there are 5 people the limit is set to 5)
Quantity Max: 1 - This is the number of products that a single individual can purchase
Discount Code: Code to be entered by the group member during registration (in the example below the code is INC_GRPDIS_05)
Restrict Discount to : Select the general/main Reg product (Note: Do not select the Group Reg product specific to the group)
Step 4: How to add the Admin Only Group Reg Product to one of group members account :
Search for the responsible group member or the requester under 'people'
Click on their 'name'
Click on 'My Orders'
Click on 'Add Order'
Select the Group Reg Product specific to the group; give an order name if you want to for identification purposes; click 'Next'
Enter the method of payment; Check the acknowledgement and payment verification check boxes; click 'Submit'
Step 5: Send the Discount code details to the requester to be shared with the other members.
As per the example in this document, the Admin would send the discount code INC_GRPDIS_05 to the requester to be shared with the other group members.
Registering using the Discount code
All the members of the group log in to register for the Activity and click on the 'Register Now' link next to the Activity.
Enter the discount code as shown below and click 'Register'
Confirm the Contact Information. As the discount code has already been entered in the previous screen, the discount is pre selected for the user. Click 'Next'
The users get a full discount on their reg purchase.
This process has to be repeated by all the group members to avail the discount.
Note: When more than the allowed limit is trying to register using the discount code, the system throws the errors as shown below.
Reporting:
The Admin could generate a product report to be sent to the group reg requester
Tip: Pre select the Activity in order to avoid searching through a list of activities.
To get this report go to Reports > People (or Reports > Attendees)
Click on Product Report under Product Reports.
Select the Activity (even though you have pre selected it in the dashboard) ; select the Group Discount Product and click 'Run Report'
The system will generate a report like the one shown below where you can see the list of people registered with the discount, and if the discount product has reached its limit.
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