CONREGO Support Center | Group Registration Configuration

Group Registration Configuration

Roksana

Last Update a month ago

The Group Registration Module in the CONREGO system allows for easy and convenient registration of groups for events. With this feature, you can register a group, manage its participants, issue a collective VAT invoice, and tailor the registration process to your needs. It is an ideal solution for cases such as:

Group registration for employees, for which you want to issue a single collective VAT invoice.
Registration of a group for a trip, including a guardian and those under their care.
Registration of individuals who may attend an event with an accompanying person (e.g., for a conference, where you can bring a companion to a banquet).

To correctly configure group registration in the system, follow the steps below:

1. Configuration of Ticket Types

The first step is to add the appropriate Ticket Types.

Go to the Settings > Ticket Types and add the ones that interest you. It’s important to carefully consider how you want to differentiate various registrations in the system. Remember, each Ticket Type can have a different price if the registration is paid. Also, think about what information you want to collect from each participant group (e.g., contact details, dietary preferences, etc.).

Tip: If you plan to accept both individual and group registrations, make sure to name all Ticket Types clearly. Add a separate type for the group leader/registrant so that it’s easy to distinguish them from other attendees. This type will also be used in later stages of configuring group registration, which you will read about below.

2. Configuration of Registration Templates

Next, go to Settings > Registration Templates and configure the entire registration process, including the forms that will be displayed to participants. Add additional registration templates if you want the registration process to differ depending on the participant type (e.g., group leader, accompanying person, etc.).In this step, assign the appropriate templates to the ticket types you prepared earlier.

3. Configuration of Sales, If Registration is Paid

If your registration is paid, go to Settings > Sales and configure the payment stage. Decide how payments will be made (e.g., bank transfer, online payments) and what information will be required from participants when making the payment.

4. Configuration of Group Registration

Now it’s time to configure group registration.

Go to Settings > Group Registration.

On this screen, you can activate group registration by selecting the YES option.After activation, the system will allow group registration, meaning you will be able to register more than one person in a single registration process.

Activating group registration requires specifying the allowable participant limit per group. Enter the maximum number of people that can be registered in a single group. This is especially important if you want to control how many people can sign up for a particular event.

Select the Ticket Type that will be dedicated to group registrants (e.g., group leaders). This should be a separate ticket type to easily identify those who are registering other participants.

You already prepared the Ticket Types in the first step, so choosing the correct one should be straightforward. Make sure there is an appropriate Ticket Type for the group registrant in the system if you want the system to distinguish them.

The next step is to select which Ticket Types will be available for individual registration and which will be available for group registration. Check the appropriate options using the checkboxes.

Remember, the ticket type for the group registrant/group leader cannot be selected as a separate ticket type for individual or group registration. This type is solely used to designate the person registering the group.

Setting Discounts (Optional)

The final step in configuring group registration is the discounts. More about how they work and practical examples can be found here - link.

8. Testing the Configuration

Once the configuration is complete, go to your event page and test the functionality of both individual and group registration. Make sure that all settings work as expected and that the registration process is intuitive for both group leaders and individual participants.

By following these steps, you will configure group registration in the CONREGO system, which will allow you to easily manage participant groups and optimize the registration process for your events.

Important!

1. In the case of group registration, only the group registrant/group leader will receive a confirmation email and a transaction confirmation email. If you want to send a message to the other registered participants, go to the Attendees section, select the people you want to send the message to, and then send the chosen email template.

2. The group registrant/group leader IS NOT considered a participant. Their registration is solely for managing the group registration. If you want the group registrant to also be a participant, register them as one of the group members.

3. On the attendee card of the group registrant/group leader, you will find all the information about the registered group, such as:

The number of people in the group along with assigned offer items for participants,
The total amount for the group registration and invoices: proforma and VAT invoice,
The sent automated messages such as registration and transaction confirmations,
Using the button: “Download participant data” to retrieve information about the registered group.

4. In the case of paid group registration, only the group registrant/group leader will receive a collective multi-item invoice, which includes all registered individuals.

5. Only on the group registrant’s/group leader’s card do you have the option to add a Transaction using the “+ New Transaction” button. In the case of group registration, the transaction can be created for any amount. It is not possible to create a transaction for an amount based on the selected offer elements.

6. For a Participant who is a member of a group, it is not possible to create transactions. Transactions are assigned exclusively to the group registrant/group leader.

7. If you want to delete the group registrant/group leader, you must delete the entire registered group along with them. There cannot be any registrations from the group without the registration of the group leader.

8. Canceling the registration of the group registrant/group leader will cancel all other registrations in the group.

9. Each registered attendee in the system will receive their own individual QR code, which can be checked at the reception and access control.

10. For each registered attendee, you can create a ticket, certificate, and send them an email or SMS.

11. Using system tags, you can access complete data about the entire group. Tags can be added in registration summaries, registration confirmations, and email messages, allowing easy tracking of group information at various stages of the registration process.

12. Corrective invoices can only be issued for individual registrations. This option is not available for group registrations.

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