The process to create an event has a lot of moving parts, and it’s essential to include all the right information in them. The Event Wizard is a tool designed with your staff in mind. This gives administrators an easy way to train the rest of the team on how to create events.

You might be thinking, “When would I ever need to use this tool?” Great question. The fact is you don’t need this tool to create event registrations, but once you see its capabilities, you’ll be asking, “Why would we ever create events any other way?”

Overview

Creating events involves much more than the event details. Events include but are not limited to, registrations, groups, calendar occurrences, and well... finances.

Let’s jump right in and look at this tool, and all it has to offer.

Take the Step

Summer is coming, and that means camp is right around the corner. You’ve had camps in previous years, so the registration template is solid with everything a registration needs for this event to be successful. This year, you and the rest of the administrative staff have decided to pass the baton to staff members to create their registrations in Rock. This is a huge deal, pat yourself on the back for this great handoff.

But wait! The Students Director isn’t the most tech savvy person to be creating registrations in Rock. Are you sure this is a good idea? Yes, it’s still a good idea; in fact, it’s the best idea you’ve had in a while. It takes five simple steps to create a typical registration, and some of these steps are even optional.

Administrators have no fear, check out the Event Wizard Block Properties section for details on customizing this tool for the whole staff. As for the rest of your staff, use the below steps for training purposes on using this tool.

Step-by-Step Guide

Ted Decker has recently stepped into the temporary role of overseeing all students’ and kids’ events, and they are making plans for this year’s summer camp. With all the details in hand, Ted is going to log into his Rock account and begin creating the registrations for camp.

He’ll open the Event Wizard page (that you have so kindly configured for him) and he’ll begin by choosing the registration template. Mentioned above, the registration templates will already be created and ready for use. If for some reason someone needs a different template, you’ll want to create that for them and make sure it’s allowed on their Event Wizard block settings.

Follow along the step-by-step settings on the Event Wizard below.

1. Registration Template - A drop down with preconfigured registration templates. This will populate the Registration tab with the needed information for the type of event.
2. Campus - Choose a specific campus that the registration belongs to or choose “All”.This option is only enabled if calendar events are enabled in the block settings. If this option is enabled and a specific campus is selected (rather than “All”), it will also set the campus for the group created in step 3.
3. Contact - Use the person picker to choose the primary contact for the registration. This will be the logged in person automatically.

1. Registration Name - The name displayed during the registration process. It describes the event that participants are registering for.
2. Record Source - Indicates where a new individual's information was originally entered into the system, providing context for data tracking and reporting.
3. Registration Starts - The date when registration opens.
4. Registration Ends - The date when registration closes.
5. Send Reminder Date - The date and time a reminder will be sent to registrants.
6. Maximum Attendees - The maximum number of people allowed to attend the event.
7. Cost - The registration cost. This field only appears if the cost is not set on the registration template.
8. Minimum Initial Payment - The minimum amount a person must pay to register for the event. Leave blank if full payment is due at the time of registration. This field only appears if the cost is not set on the template.
9. Payment Deadline - The date by which the payment must be fully paid.
10. Account - The account where payments will be collected. This can be set by default in the template and is a required field.
11. Default Payment Amount - The default payment amount for registrants. Often, this matches the Minimum Initial Payment. This field only appears if the cost is not set on the template.
12. Public Name - Autofills from the Registration Name but can be changed to display a different public-facing name.
13. Slug - A short, human-readable identifier used in a web address. Use letters, numbers, and dashes to avoid browser compatibility issues.
14. Registration Customization - Contains registration instructions, additional reminder details, and additional confirmation details. See the Registration Instanceschapter for more information.

1. New Group - You can either create a new group, or use an existing group. In this image we're creating a new group.
2. Existing Group - Alternatively, you can use an existing group into which registrants will be placed.
3. New Group Name - Create your event group that the registration will place registrants into.
4. Parent Group - Choose a parent group for the new group to be under.

1. Event - Dropdown to choose a preconfigured Event Item from the calendar list.
2. New Event - If the block setting allows for it, you can create a new event on this page.

1. Location Description - The description of where the event will be held.
2. Schedule - When will the event occur? Check out the Event Occurrencessection for more details.
3. Occurrence Notes - This note will be shown on the calendar details screen on the public website.

The rest of this document provides more details for the steps above with some additional settings that can be set. However, this tool will get any event off the ground and ready for registrants.

Block Settings

1. Name - The display name of this block configuration.
2. Default Account - Selects the financial account that will pre-fill on page two when the instance specifies a cost.
3. Default Calendar - The calendar pre-selected by default if the staff member is allowed to create new calendar events.
4. Available Registration Templates - The list of templates staff can choose from.
5. Root Group - The starting node in the group tree from which staff select a parent group.
6. Registration Instance Page - Determines which page the “View Registration Instance” link on the final confirmation screen opens.
7. Group Viewer Page - Determines which page the “View Group” link on the final confirmation screen opens.
8. Require Group - Choose whether a group is required for event registrations created by the wizard.
9. Set Registration Instance Active - If set to “No”, the wizard creates the registration instance but marks it inactive.
10. Enable Calendar Events - When disabled, registrations and groups are created and linked, but not associated to any calendar event.
11. Allow Creating New Calendar Events - If “Yes”, staff see the New Event tab (page four) and can create both a new event and a new occurrence.
12. Require Calendar Events - Require the registration to be associated with a calendar event (Yes/No).
13. Include Inactive Calendar Items - Include inactive calendar items in the selection list.
14. Completion Workflow - A workflow to launch automatically when a new registration is created.
15. Check-In Group Types - Select group types that support check-in. If the chosen template is one of these types, check-in options will be enabled for the group.
16. Display Link to Event Details Page on Confirmation Screen - Set to “Yes” to show a link to the event details page on the wizard’s confirmation screen.
17. External Event Details Page - The page opened by the event details link (when the option above is enabled).
18. Enable Existing Group Selection - When enabled, a toggle lets the user choose an existing group or create a new one during setup.
19. Require URL Slug - If set to “Yes”, a URL slug is required for the registration instance.