User Selects and Compute Involvement by Birthdate Registrations¶
Before you try creating one of the registrations discussed in this article, we recommend that you start with a simple registration first. This is to ensure that you understand all the settings and how online registration works. See these articles which have companion videos as well.
See a demonstration of how to create a User Selects type of registration.
User Selects Involvement¶
This type of online registration presents the registrant with a list of available Involvements, with radio buttons. This allows you to post one link (URL) on your website, or to send one Register Link to your targeted audience instead of posting or sending separate links for each Involvement.
With the User Selects type of online registration, the Accounting Code that will display on the Transactions Log and on the Totals by Description Report, will be the number entered on the Fee tab of the Master Involvement, not the PickList Involvements. If the PickList Involvements will need separate Accounting Codes, do not use User Selects as the registration type.
Use Cases for User Selects Involvement
Wednesday night Discipleship classes, Life Groups or Community Groups, or Music Lessons.
This style will work any time you have Involvements that have a Division in common and you want to display them in a list for the person to make a selection.
See 2 ways to use Compute Involvement by Birthdate in this video.
The Totals by Description Report will display the GL Codes on the Fees tab of the Master Involvement, not from the pick list Involvements. So, if you will want to see Accounting Codes from each individual Involvement, do not use User Selects or Compute Involvement by Birthday as the Registration Type. Use a basic Join Involvement Registration Type.
Compute Involvement by Birthdate¶
This type of registration places the registrant in an Involvement based on their date of birth and gender (optional). For this type, you also post or send only one link.
You must select Start and End Birthday ranges for all Involvements included in the pick list. This is set on the Settings > Check-In tab.
Use Cases for Compute Involvement by Birthdate
Vacation Bible School classes, Ball Teams, or Children’s Choirs.
In this case, the registrant does not choose the Involvement. It is chosen for them, so a list is not presented. This style is designed for Involvements in which the registrants are grouped together, not based on their selection, but based on their age. Gender can also be applied, but it is optional.
This registration type also works well for an event in which an adult will register and must also register a child or children for childcare. The registrants will be placed in the correct Involvement based on their date of birth.
You can download this Excel Spreadsheet to help you calculate the birth dates.
If your registration will allow for a Deposit (so the registrant can make subsequent payments), do not use either of these types of registrations. Use a Join Involvement registration type instead.
Also, you cannot use the Maximum Limit on the pick list Involvements when using a Master Involvement with a Compute Involvement by Birthdate registration type. You can check Registration Closed on an individual Involvement when you want to turn off registration for one of the Involvements in the pick list, and no one will be able to register for that Involvement. But, you might prefer to not use a Master Involvement when you have limits on the number of registrants. When you use User Selects, a pick list Involvement that has reached the maximum limit will still display in the list, but it will have a line through it and no one can select it.
- User Selects and Compute Involvement by Birthdate
Similarities and Differences
- Each type has a Master Involvement for the registration link and individual Involvements (the Pick List) in which the people are actually enrolled.
- The individual Involvements are where you add the Questions, Fees, Start and End Birthday Ranges, Gender, Location.
- The Master Involvement is where you put the Confirmation Email, Email From Person, Registration Start and End dates.
You can have a confirmation and email from person on each Involvement, instead of the Master Involvement, if you prefer.
Create a Master Involvement with Pick List¶
- Step 1
- Create the Involvements for the individual classes or by making them Active if they already exist.
- Step 2
Some things you will set on the individual Involvements, and there are other things that can be set on the Master Involvement.
- For each individual Involvement, set the Registration Type to Join Involvement.
- If you are asking Questions and have Fees, they must be set on each individual Involvement.
- Also set the Location, Start and End Birthday Ranges (required if using Compute Involvement by Birthdate or if you plan to use the Involvement for Check-In), Entry Point, Schedule, where applicable.
- Set the Start Date and End Date (these display in the list when registering).
- At this point, do not set the confirmation email or instructions on the individual Involvements.
- If you want the leader’s name to display in the pick list, add them to the Involvement and give them a member type matching the Leader Member Type for the Involvement.
For Compute Involvement by Birthdate, you must add the Start and End Birthday dates on all Involvements in the pick list. Also, select a Gender if your Involvements are separated by gender, for groups such as boys and girls soccer.
- Step 3
- Create an Involvement to serve as the Master Involvement.
- Make sure it is in the same Program and Division as the individual Involvements you will use for the registration.
- The name of this Master Involvement will be the header your registrant will see on the registration form. Example: Discipleship Registration or Youth Soccer Registration
- Set the Registration Type to either User Selects Involvement or Compute Involvement by Birthdate depending on what you need.
- On the Registration > Registration tab, click Choose Involvements to select the Involvement Pick List (the Involvements into which the registrant will actually be enrolled)
- Check the box beside the appropriate Involvements, and then click Update Selected
- On the Messages tab create the Email Confirmation and select the Email From Person
- Also, on the Messages tab, create any Instructions you want to display
Sort Order for the Pick List
If you are selecting the Involvements for use with User Selects, the Involvements will display in the order in which you choose them initially. However, you can change the order in which they will display in the list by clicking on Choose Involvements and then use the Move to Top link beside the Involvements to adjust the order.
If you want different confirmation emails for each Involvement, you can put the Email Confirmation and Email From Person on each individual Involvement, instead of on the Master Involvement.
Also, the Master Involvement label in the Involvement header is set automatically once the Involvement has User Selects or Compute Involvement by Birthdate as the Registration Type and it has Involvements in the Pick List.
- Step 4
- Go to the Master Involvement, click the Gear Icon on the Blue Toolbar, and click Try Registration
- The link (URL) to post on your website and the Involvement ID to use in RegisterLinks will be from the Master Involvement, not the individual Involvements.
If you are on an individual Involvement, there will be a convenient link back to the Master Involvement on the Registration > Registration tab.
If you are on the Master Involvement, the Involvements in the Pick List are links to those Involvements.
- Will this type of registration work if each individual Involvement has different fees (or if some have no fees)?
- Yes — That is why those settings are placed on each Involvement, not on the Master Involvement. If you use a Maximum Fee, it will apply only for people registering for that same specific Involvement. It will not apply to multiple Involvements. Each Involvement would need its own maximum.
- Can I copy the registration settings and paste them in another Involvement or Involvements?
- Yes — Once you have the settings created, go to the Blue Toolbar > Gear > Administrative > Copy Settings. Then filter on the Involvements > Manage > Search page for the Involvement where you want to paste the settings (can be multiple Involvements). Then select Blue Toolbar > Gear > Paste Settings.
- Will all the settings be copied and pasted if I follow the above instructions?
- No — The Location, Description, Max Limit will not be copied and pasted as those settings are usually different for each Involvement.
- What if we need to close the registration for one or more of the Involvements in the pick list, but not the entire registration? Can we do that?
- Yes — You can check either the box for Registration Closed or Class Filled (depending on the message you want to display to the registrant). If you have a Max Limit on any Involvement in the pick list and that limit has been reached, that will also close registration for that specific Involvement.
- How can I prevent people from registering for more than one Involvement when I have a Master Involvement set with User Select Registration Type?
- Sometimes you may want people to register once and return and make another selection, as long as all the classes do not meet at the same time. But when you do not want that, the best way to prevent multiple registrations for different Involvements is to use the Other Involvement ID to Join feature on each of the Involvements in the pick list. Enter the Involvement ID# for the Master Involvement. This will place the registrant in both the pick list Involvement as well as the Master Involvement, which will prevent them from using the Master Involvement again to register for another Involvement.
Update terminology for Involvements