Registration settings

Registration settings for events

The option to register for events can be enabled for each individual event. The registration process streamlines the organization of events. In addition to providing valuable information for the organizers, members also gain from this feature. After registering, they receive a confirmation along with a calendar file that can be easily added to their calendar (e.g., Outlook).

To enable registration for the desired event, please access the event and select the "Registration" tab.

1. The checkbox allows for the activation or deactivation of the registration process.

2. Set the deadline for participant registration.

3. Set a Reminder to “no answers” a few days prior to the end of registration. Every individual on the participant list who has not replied to the event will receive an email alert.

    NOTE

   If you want to send this reminder multiple times (e.g., for an important event), you need to currently modify the registration end date so that the information is sent out again. Simply changing the number of days is not sufficient (this issue is known, and a solution is being developed).

4. Set the “Max. total number of people” (participants incl. companions). When the limit is reached, registrations will be placed on the waiting list. If a registered individual cancels their registration, the next person on the waiting list will automatically move up. Note: there will be no automatic notification to the individual who is moved from the waiting list to the participant list.

5. If you enable “Allow registration of companions” the member can register companions through the same registration form by adding them by name.

Payment handling

With the Payment handling feature, it is possible to define pricing details and payment options. To facilitate the organization of an event based on its specific features and requirements, there are four choices available for managing pricing and payment.

• Option 1 "No Prices / No Payment" means there is no price calculation and no payment.

• Option 2 "Prices defined in the event finances/Payment with Finance Module" means the prices are defined in the events and the price paid by confirming the event attendance.

• Option 3 "Price per answer/Payment handled outside Polaris" means price is defined for each answer to a question and paid on the spot.

• Option 4 "Price per answer/Immediate Online Payment (by Credit/Debit Card)" means price is defined for each answer to a question and paid immediately at completion of the registration.

ATTENTION

Payment handling can not be changed anymore if questions have been recorded or participants have registered!

Option 2 "Prices defined in the event finances/Payment with Finance Module"

This option is the setting, which corresponds to a simple event such as a weekly meeting + prices defined in the event's financial parameters, with automatic debit of the total price (main participants + companions) from the club member's financial account (categories: Active members, Prospects and Other contacts); for other participants, their payment is managed by the club (on-site collection or other means). The financial parameters of every event can be modified, even when the club has set default parameters.

NOTE

In this option, the club can either specify participation unit prices in the financial parameters of each event, or save default financial parameters in the club's Finance module (Club parameters > Other parameters > Finance).

With this option, an additional tab labeled “Event finance” appears in the administration of the event, which serves two purposes:

• Enter the various financial parameters applicable to the event (price per participant, per-unit cost, other expenses)

• Display the complete event statement, making it easy to check everything before closing the event.

Option 3 "Price per answer/Payment handled outside Polaris"

This option pertains to the “Questions” section, allowing for the specification of a unit price for each question type (also for the mandatory default question “Do you participate"?”). The total amount owed by the main participant is paid on the spot or as per the conditions set by the club (currently no connection with the financial module). In the export file, the amount due for each participant is listed accordingly.

Option 4 "Price per answer/Immediate Online Payment (by Credit/Debit Card)"

This option pertains to the “Questions” section, allowing for the specification of a unit price for each question type. Its unique aspect is that it enables instant online payment of the full amount owed by the main participant.

NOTE

This feature is optional and is only available once the organization (club, district, foundation, community, ...) has registered for online payment. Find out more about the Online Payment Features in Polaris.

EXAMPLE

Check out an example of an event with online payment

Questions

The questions section provides various types of questions, whether related to the fundamental "Do you participate?" or not. Each of these questions can now be accessed by either the main participant or any companion, allowing for varied responses. The responses to all questions are visible in the event's administration and can also be exported.

Adding a question

1. Choose the Type of the question. There are five distinct types available for selection:

• Multiple Choice: Multiple answers can be selected

• Single Choice: Only one answer can be selected

• Text: The answer can be entered as a free text field

• Yes - No: The question can be answered with yes or no

• Yes - No - Don’t know: The question can be answered with yes, no or don’t know

2. Enable the option “Answer(s) are/is mandatory” if the participant must respond to the question in order to register.

3. Enable the option “Show question only for main participant“ if you wish to present the question exclusively to the participant and not to the companion.

4. Enable the option "Show answers to other participants" if you want the answers from participants to be visible to others.

5. Enable the option “Display voting results” if you want the collected answers outcomes to be shown as a summary (Type “Text” is not supported).

Interdependent questions

It is possible to create multiple questions that are interdependent. Depending on the response to one question, various other questions can be displayed. This allows for the creation of intricate questionnaires.

ATTENTION

Questions can still be modified, but only as long as there are no answers (registrations or deregistrations) to the event.

However, if there is a need to alter questions after the event responses have been collected, the organizer must first save all answers, then remove them. A new entry of the removed responses is then required, which the organizer can perform based on the saved list or by requesting the individuals involved to respond again.