Setting Up Series/Multi-Event Registration

Introduction

Event Series are an excellent way to drive registrations by offering discounts for multiple event registration. With the multi-event registration system offered through ChronoTrack Live, getting started is very easy.

Series registration was designed specifically to support quick registration of multiple events and allow for discounting. Thus, several features that are found at the event-level are unavailable through series registration. If your event is heavily dependent on these features, using the traditional single-event registration link may be best. Features not supported by default include:

• Standard donation
• Registration Refund
• Teams
• Coupons including Membership
• Custom items on the Standard Products page (Free T-Shirts will map to the individual events)

In order to set up Multi-Event Registration using an Event Series, you must have Event Director account access for the Organization under which the Events you want to place in the Series were created. If you do not have Event Director access, please contact regsupport@chronotrack.com to get permissions set up.

Additionally, each Event that is to be used in the Series must be fully configured with all Registration aspects including Pricing, Waivers, and Custom Questions and must have a live Registration Form version BEFORE attempting to add it to the Series.

You can add additional Events to the Series or remove Events from a Series at any time.

Starting an Event Series

1. Navigate to the My Orgs page and click the Event Series tab.
2. Click the +Add New Event Series button.
3. On the next screen, you will see a navigation bar that you can use to jump between steps in the Event Series creation process. This may be useful later in the creation process.
4. Select the Organizer under which the events you would like to include in the series were created. At this time, you may only select one Organizer.
5. Next, select a Payee for the Series. This Payee does not trump the Payees selected for the individual events, but is in place as a stop-gap in case of issues that might arise with the Payees selected on the event level.
6. Enter a Series Title in the next field. Make sure it is adequately differentiated from the names of the Events in the Series.
7. You can select a Date Format that will be used when athletes enter their date of birth for the event.
8. After entering the Series Title, provide a Series Description.
   
9. The next step is to enter a Series Waiver text. This Waiver will be the ONLY waiver displayed in the registration process for the Events in this registration series.
10. Choose whether or not to enable the Privacy Policy Agreement, the Marketing Consent Question, or the Valued Partners Question. If you enable the Marketing Consent Questions, you can input custom text that will appear as a prompt for your athletes. Remember that the name of the Event Organizer for the Series will appear before the message. 
11. Provide an Event Site URL for the Series. If possible, this should be for a website that is relevant to all events in the Series.
12. Lastly, you can change the Header Image and Event Logo to your custom images for the Series.
13. When finished making changes, click Save & Continue to Add Events
    

Add Events to the Series

The next page allows you to add individual Events to the Series. You can search Events using Name, Location, or Date. Check the box next to the Event heading if you'd like to add All Events and Races to the Series, or click the boxes for individual Events and choose which Races to include in the Series.

If you don't see a particular Event that you would like to add, it's likely because there is no live Registration Form version for that Event. Remember that each Event that is to be used in the Series must be fully configured with all Registration aspects including Pricing, Waivers, Emergency Contact Info, Standard Products, and Custom Questions and must have a live Registration Form version BEFORE attempting to add it to the Series.

When you are finished selecting Events and Races, click the Save & Continue to Registration Info button.

Adding Pricing, Emergency, and T-shirt Info

You can choose a pricing structure based on the number of events selected for the series. Either require that participants sign up for All Events or define a Range or Events that athletes must sign up for.

There are three options under the All Events heading:

• No Discount is self-explanatory. No Discount will be applied to any registrations.
• Package Discount allows you to charge a flat fee for all Events in the Series. Enter the dollar amount for the Package Discount price. The package price is often less than the total of each event in the package. To determine how much each event gets, we look at the original price for each event and prorate the package cost. To calculate the service fee, we prorate the service fee based on overall amount paid to each event.
• Percentage Discount allows you to offer a fixed percentage off of each Event within the Series. Percentages are applied to the Events' individual price, then the Athlete pays the total cost of the added totals.
  

The Range of Events option allows you to define the minimum number of Events an athlete must register for in order to register for the series. Select the minimum number of events, then specify whether or not there will be a discount for multiple events.

If you choose to offer a Tiered Discount, you can specify number ranges of events on which to offer a discount. In the image below, two tiers have been added where athletes registering for 2 events will receive a discount of 20%, and athletes who register for 3 or 4 events will receive a 40% discount.

Next you can choose whether or not to enable the Emergency Contact or Free T-Shirt Question question for the Series form. Both the Emergency Contact and T-Shirt questions will map back to the individual events selected in the Series form. Additionally, any inventory controls set at the individual events will update to reflect selections made in the series T-shirt question.

Custom Products do not map to individual events, and must be put in as Custom Questions.

We STRONGLY recommend making sure sizes are uniform across individual events prior to applying the Standard T-shirt Question for Series. See below for detailed logic to handle the various scenarios for Sizes and Inventory. 

Examples of how various size scenarios within Series will map to individual events –

• Standard sizes are selected in series form but only gender specific is available in individual event –
  • Expected Behavior – The Series form will use the specified gender selected on the Personal Information slide, which will map the athlete’s shirt size selection to the closest available gender specific size.
    • For Example – A female athlete selects Standard Medium in the Series, it will map to a Women’s Medium in the individual event.

• Gender sizes are selected in series form but only standard available in individual event –
  • Expected Behavior – The Series will map the athlete’s shirt size to the closest available standard size.
    • For Example – Male Small is selected in the Series, athlete will have a Standard Small in the individual event.

•  Shirt size is selected in the series form but the standard products/shirt question is not enabled in the individual event –
  • Expected Behavior – The Series form will map the shirt size that was selected in the Series form.
    • For Example – If an athlete selects a Small in the Series form but one of the events in the Series does not have the Standard Products question enabled, the athlete will show as selected a Small, even though the question is not enabled in the individual event.

• Youth size is selected in Series form and no youth sizes available at individual event –
  • Expected Behavior – We map to Standard Small in the Individual Event, if Standard Small is not available then we map to youth size selected in the Series form.

Inventory Control – When an athlete selects their T-shirt size at the Series level, that size will map down to each individual inventory. These inventory counts will use the same mapping as stated above.

• Size selected in series form is sold out at an individual event –
  • Expected Behavior – We let the athlete select the sold out size in the Series form, the athlete’s selection will be mapped to the closest available size UP at an individual event level, if that is not available we will map what was selected in the Series form.
    • For Example – A athlete selects Standard Medium in the Series (but Standard Mediums are sold out in the individual event), the athlete completes the series registration but the athlete will show as selected a Standard Large in the individual event. If Standard Large is also sold out OR there is not a higher size up, they will show as selected a Standard Medium (original choice).

 

Current Limitations –

• Currently cannot map to the Standard Products > Custom Options in Individual Events.
• Shirt sizes won’t display as Sold Out or close to selling out in the Series form.
• Don’t have the options for custom description or image upload in Series form.

When you are finished setting up Pricing options, click Save & Continue to Create Questions

Adding Custom Questions

The final step of setting up Series Registration is adding Custom Questions. For an introduction to using Custom Questions, start HERE. Adding Custom Questions is optional, so if you don't need this feature, simply click Save & Push Live. If you will be using Custom Questions, please carefully read the section below to ensure the best outcome for you and your athletes.

When creating an Event Series, Custom Questions will not be automatically pulled into the Series registration form. If you will be using Survey Questions to map Athletes in individual Events, you should still set up the Questions on the Event level so that the corresponding Question in the Series will be mapped to the correct values in the Event. 

Though they are not available by default, remember that donation and team information can be gathered using custom questions.

When a product is purchased at the series level, its cost is distributed equally among the events selected in the Slide. 

If Inventory Controls are being used on a custom question at an individual Event level, new controls will need to be set at a Series level which will control the inventory coming through the Series form only.

Custom Questions in an Event Series behave almost identically to Custom Questions on the event level with a couple of exceptions:

• When you add a Question Slide, the Select Events panel on the first screen will prompt you to select the individual Events and Races with which the Slide will be presented.
• When you are finished creating a Question, you are given the opportunity to have registrant responses to the question mapped to, and recorded within, questions that exist in the individual Events that are selected in the Question Slide. To Enable Mapping, check the Yes option, then select the Questions that correspond to the Series Question being created. 
  

Standard Products Question

• If you are mapping to the Standard Products slide for custom products, the Value fields on Step 2 will need to be entered correctly to ensure they are recorded within the Products slide. Use the Size - Value key below to ensure the values you enter match those programmed into the slide.
• If you are mapping to a Product Question for Shirts or Products, please make sure that the 'Answer Format' is a compatible format for the shirt options. Radio Group and Select Menu are the most commonly used. Answer Format is also important to make ensure that all answer options get linked back to the Individual Event correctly. Please contact support if you need question reviewed before opening to the public. 

Make sure that the Standard Questions slide is enabled on the individual event level before mapping sizes for the series. The Series form does not detect if the Standard slide is enabled in individual events.

You can also map to Custom Product values. Custom values should be entered exactly as they were named in the individual Events.

 After you've added some questions, you can apply Conditional logic to the questions so that some questions only appear after other questions have been answered.

 

When you are finished configuring Custom Questions, click Save & Push Live or use the navigation bar to edit other aspects of the Series.

Using and Editing Series Registration

When you complete Event Series setup, you will see a message displayed at the top of your Event Series list as shown below.

You can copy the link provided there to publish on your website and the Landing Page for a CT Live event via the Resources tab of the event's Event Properties. You can also find your Series link in your Series list.

If you need to edit a Series, you can click the Edit button to launch the Editor from the beginning or use the dropdown arrow to select a specific aspect of the Series. Remember to fully configure registration and release a Form before attempting to add an event to the Series. 

To close registration for an Event Series, click the Archive button. The button will then display 'Push Live' if you would like to re-open registration for the series.

Form Preview

Series Registration will appear as shown below. An athlete may select the Events, then select the races in which they would like to participate.