Software for martial arts schools

Event registrations

on Jan 12, 2014

Have an event and you want collect registrations online? No problem, DojoExpert can help you! Here’s how it works:

1) You create an event in DojoExpert manager – you can specify:

  • event name
  • date of the event and duration
  • registration limits (time and number of registrants)
  • event description (HTML editor)
  • event fee if you want (registrants pay via PayPal)
  • fields for registration form (fully customizable)

2) After you create the event you will get an event registration link that you can send via email to invite people to register, or you can embed the registration form directly on your website.

3) People can register via the registration link or emmbeded form. You can limit the registration only on your school members (they need to login with their UID and password).

4) You can track registrants in DojoExpert manager, print them or export to excel. You can send email to all people that registered, and you can even save attendance data for your event – manually or with QR codes (your school members can use their existing QR code cards to check in, and for non-members you can print special QR codes cards to use only for this particular event).

5) If you want, you can collect event fee via PayPal and create invoices automatically.

 

Now that you know what can be done, let’s dive into more detail on how to do it. Let’s say you are organizing a karate seminar with sensei Wu. The seminar will be free, and everybody is welcome. Login to DojoExpert manager and click “Registrations” in main menu. Add a new event with title “Seminar with sensei Wu”. Now, before editing the event we will add two special fields that we will need in the registration form. On the left side click “Custom fields” and add “Current belt” of list type and “Date of birth” of type “date”:

Now we are ready to add them to our event and edit other information. We have done it like this:

As you can see, you can format the description of the event with our rich text editor, and add images to! Note the fields section on the bottom – there are 3 fields that are required for any event: first name, last name and email. If you require more data about your registrants, then use custom fields like we did in this example for current belt and date of birth. On the bottom of this form there is a URL and HTML code for embeding this on your website. Let’s click the URL and see how this event registration form looks like:

You can send this URL link via email to invite people to register. This is what they will see: event title, place and date, description and form with fields that you specified (3 required and 2 custom in this case). People register by filling this form and hitting “register” button. In DojoExpert manager you can see how many people registered for your event. For our example we have registered 2 people, John and Betty. Go back to “registrations” and click the number under “registrants” column to see it:

 

And the list appears:

You can see that the table has columns with fields that you have specified (current belt and date of birth). You can ofcourse edit this data by clicking on the row. Under the table there are option icons, you can:

  • print the list
  • export to excel
  • save attendance data
  • print QR codes for non members
  • send email to all on the list

Let’s try to mark attendance by clicking the third icon. You will get familiar interface where you can mark attendance for this event:

If this was an event that last more then 1 day, then you would be able to select for which day you want to mark attendance. But, you can also mark attendance with QR codes! Your existing members can use their existing QR code cards, and for those that are not your members, you can print the cards your self by clicking the QR code icon. Or, you can send the QR codes to your registrants via email in this way:

1) click email icon:

You will be redirected to familiar e-mail interface with preselected recipients:

2) Write your email text and include a link to this Google app for rendering QR code with last parameter “chl” set to UID like this:

http://chart.googleapis.com/chart?chs=150×150&cht=qr&choe=UTF-8&chl={UID}

The {UID} will be replaced with actual ID of particular registrant. When he receives the email and clicks on the link he will be redirected to a page with QR code which can be printed.

Implementing paid events

If your event requires payment, you can collect registration and payments online trough PayPal. This is only available if you have our PRO account. And, if you use our PayPal integration for automatic payment processing you can create invoice for each payment that is made for that event. All that you need to do is set the fee and specify your PayPal email address where you want to receive the payments. Users will then after registration be redirected to PayPal to pay the fee you specified. Be aware that the currency is the one you have set in settings. The limitation – for now – is that you can specify only one fee per event. If your event has more then one different fees, a workaround is to create multiple events with different fees and link them: you create one main event and multiple “child” events with different fees and then in main event description you create links to child events with appropriate fees.

Hope you like our event registration system – of course there is room for improvements, and we will improve it over time according to your suggestions! Contact us via email if you require help or have a suggestion!