CDM+ CDM+ Event Registration. Adding an Event Record 3. Deleting an Event/Camp 8 Adding Registrations for an Event/ Camp 9

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1 CDM+ Event Registration Adding an Event Record 3 Event Information 3 Activities 4 Registration Notices 5 Letter or Card 5 8 Deleting an Event/Camp 8 Adding Registrations for an Event/ Camp 9 Registrant 9 Camp/Youth Event information 10 Contacts 10 Other Information 10 Activities 11 Payments 12 Notices 13 Sending Registration Confirmation Notices 13 Event Registration Reports 14 Master List 14 Name Badges 14 Registration Labels/ Envelopes 16 Activity Report 17 CDM+ CHURCH MANAGEMENT SOFTWARE 1

2 CDM+ Event Registration CDM+ Event Registration can record registrations for any type of event, conference, retreat, or camp. User-defined activities for each event are created to keep track of meals, workshops, material ordered, or any other aspect of the event. Lists, name badges, monies received and due, mailing labels, confirmation letters and a variety of other reports and information are readily available. The total number of persons registered for an event or an activity can be quickly viewed. If a workshop or meal can only accommodate a limited number of registrations, the program can prompt you when such a limit is reached. Registrations can be tied to individuals in CDM+ Membership or be maintained independent of the individual records. Tying registration entries to the main CDM+ Membership database allows you to have a history of events to which someone in the church has participated. The latter option allows the user to enter registrations to an event for persons you do not wish to have in the main Membership database. An event can have both types of registrations. NOTE: The CDM+ Event Registration program is available in one version (Pro) only. You can begin using CDM+ Event Registration in several ways. From the Welcome to CDM+ window, click on the Event Registration button. This will open the Welcome to Event Registration window. The Getting Started pane of this window shows the steps to begin using the Event Registration program. Click on 1. Enter events. Or, select the Windows tab of the Welcome to Event Registration window and click on Event Records. 2

3 Or, select Event Records from the Event Registration menu. Multiple Window Mode Single Window Mode Or, if you have specified under Preferences-Toolbar to have the Event Registration toolbar active, select the Event Records icon. Adding an Event Record Before entering any registrations, Event Records must first be established for the various events or camps for which you wish to track registrations. This is done on the Event Records window that you have just opened using one of the methods described above. Event Information 1- Click the Add or Multi-Add button at the bottom of the window. (The Multi-Add function allows you to add more than one event without having to click on Add each time.) 3

4 2- Type a Description for the event or camp. 3- If this is a Camp, click on the check box next to Camp. IMPORTANT: Checking the Camp box, will provide a camp registration entry window that allows you to record additional information, including the registrant s parent/guardian, age and birthdate. NOTE: Turn on the Registration Closed checkbox once registration for this event is closed or the event is past. This prevents this event/camp from showing up on any list of available events for which registrations may be entered. An unlimited number of closed events/camps may be left in the system and reports can be generated for them. Closed events/camps may also be reopened if necessary. 4- Press the Tab key, placing the cursor in the Location field. Type the location of the event or camp. 5- Tab through the Begin Date, End Date, and Registration Date fields, typing the dates or clicking on the calendar icon and double-clicking on the date. NOTE: Times are optional. 6- Press the Tab key placing the cursor in the Registration Fee field. Type the amount to be paid (if any) to register for this event or camp. NOTE: If you enter a Registration Fee here ALL registrants will be charged this amount; it cannot be changed. If you have an event for which there will be varying amounts charged, leave this field blank and set up each different Registration Fee as an Activity. If most participants will be paying the same Registration Fee, you may wish to enter that amount here and create an Activity for a Registration Fee discount (fee will be a negative amount) or additional charge. 7- Press the Tab key, placing the cursor in the Maximum Registration field. If there is a maximum number of registrants for this event or camp, type in the number. NOTE: As persons are registered for this event/camp, the total number registered to date will appear next to Current Registration. 8- Turn on the Skip Individual lookup when adding a new registration checkbox only if you do not want any registrations to this event connected to the address and individual files stored in your CDM+ Membership program database. If the majority of registrants for an event will be church members, you generally would NOT want to check this box. All Events for which a person has registered will appear on the Events pane of his or her Individual Record and, if you own the Pro version of Membership, can be searched using the related records feature of the Advanced Find. 9- Click on the Activities tab. Activities After entering an event, insert the activities, along with their cost, that are related to this event. 4

5 1- Click on the small Add Activity button at the bottom of the activities list. Type the Description of the activity (e.g., Horseback Riding). 2- Press the Tab key to move to Fee. If there is a fee for this activity put the dollar amount in this field. If it is free you can leave it blank. NOTE: If the Tab into detail fields box is checked, your cursor will move to the Details section for this activity. The information in this section of the window is optional and most likely will be used only for camps, but may be used for any event. 3- Tab through the Directors, Phones, Building and Room fields, typing the appropriate information, if desired. 4- Press the Tab key to move to Capacity. Type in the capacity if there is one for this activity. As registrations are made, CDM+ will warn you when the pre-set capacity has been reached. 5- Press the Tab key to move to Date. Type in the date for this activity or click on the calendar icon and double-click on a date. 6- Press the Tab key to move to Time. Enter the time the activity will take place in this field. 7- Repeat this process to add each activity needed for this event. Once this Event Record is saved, click on the Change button on this window if you want to change or delete an activity. To reorder the list of activities, highlight a line and click on the up or down arrows. To delete an activity from the list, click on the red X. When you are finished making changes, click Save or press Return/Enter. 8- Click on the Registration Notices tab to open the final pane of the Event Records window. Registration Notices CDM+ Event Registration will easily send batch confirmation cards, letters, and/or s to registrants for an event or camp. The Letter, Card and Registration Notices are typed and formatted here. NOTE: Be sure to enter notices before registering individuals for the event. Existing registrations will not be marked to receive notices upon setting up the notice, however you can reset these registrations and cause them to receive the new notice, if you d like. Letter or Card 1- Click the checkbox(es) next to the type(s) of notices you want to send for this event or camp. Highlight either the Letter or Card notice type. 2- Make your choice among the 3 radio buttons for the Date on the notice: None, Date when printed, or Specific. If you choose Specific, type the date you want to appear on the notice. 5

6 3- Type the Salutation. If you want to include the name of registrants, use %%Name%% for the name. For example, Dear %%Name%%, would result in the notices reading Dear John, (depending on how you format the individual name). You may also choose to type a generic salutation here, such as Dear Camper,. 4- Press the Tab key and type the Body of the notice and press Tab. The Closing will default to Sincerely ; change it if you desire. 5- Press Tab again and type the Signature, that is, the name of the person sending the notice. 6- If you want to include a scanned signature, click on Select Sig Graphic. This will open the Graphic Browser. Click Add to add a new graphic, and Import to load a graphic into the browser. Type a name, such as Dean Patterson sig, in the Description field and click OK. This signature, and any others you later import into the Graphic Browser, will be available to add to Letter and Card Notices throughout CDM+. 7- Click on the black arrow by Sig./Date Position to move the date line and closing to the right, changing the notice from a full block format to a modified block format. If this is a Card Notice, click on the Card Type tab at the bottom of the Registration Notice pane. (If this is a Letter, skip to step 9.) 8- Choose a Card layout from the list of Avery cards. Click on the small Add button below the list to create your own layout. Highlight a layout and click on the small Edit button to make changes to the default Avery layout. 6

7 Click the small Mark Favorite button to add the highlighted layout to your Favorites list of label/ envelope types. 9- Click on the Format tab at the bottom of the Registration Notice pane. Make your selections from among the Individual Name, Address Name and Address Options. (Address Name and Address Options does NOT refer to the mailing address on a card, but the address within the letter or card.) Tip: To remove the inside address, which is particularly helpful for cards, select an Address Option of None. 10- Click on the General tab at the bottom of the Registration Notice pane. In the Font Options section, you can select from drop lists the font and its point size to be used on the report. CDM+ shows you a preview of your font selection in the box below. The available fonts are only limited by the fonts installed on your computer. Select the desired Date Format by clicking on the radio button. 11- Click on the Page Setup tab at the bottom of the Registration Notice pane. Here you can specify the paper size and orientation and margins. You may also change the scale at which the notice is printed. 12- Click Save or press Return/Enter when you are finished setting up this notice. If you want to set up additional notice types for this event, click on the Change button at the bottom of the window. 7

8 1- Click the checkbox next to in the list of types of notices. Highlight the notice type. 2- Type the Subject and Body of the 3- Click on the small More Options button. This opens the Edit Message window. 4- Click on the small Add Attachment to include an attachment with the Notice. 5- Click Save or press Return/Enter when you are finished setting up this notice. Deleting an Event/Camp Delete an event/camp only if you want all records related to this event to be removed from the system. If you want an event to remain in the system after the event is over, turn on the Registration Closed checkbox on the Event Record window. This prevents this event/camp from showing up on any list of available events for which registrations may be entered. An unlimited number of closed events/camps may be left in the system and reports can be generated for them. Closed events/camps may also be reopened if necessary. 8

9 1- Select the Event you wish to delete using the Find feature at the top of the Event Records window. 2- Click the Delete button. A dialog box similar to this will appear: Click Yes if you wish to delete the event, click No if you wish to retain this event. Adding Registrations for an Event/Camp Once you have entered an event or camp and its related activities, you are ready to register persons for it. 1- Click on the 2. Register event attendees button on the Getting Started pane or the Registration button on the Windows pane of the Welcome to Event Registration window. Or, select Registration Entry from the Event Registration menu. If you have specified under Preferences-Toolbar to have the Event Registration toolbar active, select the Registration Entry icon. Registrant 1- Click to highlight the desired event or camp in the Events list on the top left of the window. Any existing registrants for this event will show in the list on top right, along with the total number registered. 2- Click Add or Multi-Add. Unless you checked the Skip Individual Record lookup when adding a new registration box on the Event Record window, the Select Individual window will open. 3- Use the Find feature to find the person you are wanting to register for this event or click the Show All button to list all individuals in your CDM+ Membership database. 4- Double-click on the name of the person you are registering. This will load this person s information from his or her Individual Record in the Registrant pane of Registration Entry window. If you want to use another address for this registrant, check the Override Individual Record address box and type the correct address, phone or address. NOTE: If you want to register an individual who is not in the CDM+ Membership database, and you have not checked the Skip Individual Record lookup when adding a new registration box on the Event Record window, click Close when the Select Individual window opens. Type the registrant s information on the Registrant pane of the Registration Entry window. 9

10 If you did check the Skip Individual Record lookup when adding a new registration box on the Event Record window and want to register a person who has an Individual Record in CDM+ Membership, you may open the Select Individual window by clicking on the small Select Individual button in the Individual Record section of the Registrant pane of the Registration Entry window. In Multi-add mode, the Select Individual window will remain open in the background. Upon saving a registration, this window will come to the front with the search you last executed. Camp/Youth Event information The Social Security #, Gender, Birthday, Age and Grade fields only appear in the Registration Entry window if you have marked this event as a Camp/Youth Event on the Event Information pane of the Event Record window. Marking that box also causes an additional pane of information to be included in the Registration Entry window Contacts. Therefore, anytime it would be useful to be able to record contact information for an event, even if it is not a youth or camp event, check the Camp/Youth Event box on the Event Record window. 5- Once you are sure the information on the Registrant pane is correct, click on the Contacts tab (if showing, otherwise skip to Other Information). Contacts 1- Enter contact information for this individual. For example, for Thomas Patil registering for the Men s Retreat, we want to include his wife s cell phone number in case of emergency. Other Information 1- Click on the Other Information tab. This pane of the Registration Entry window is like the Other Information tab on the Address Records and Individual Records windows. Here you can store an almost unlimited amount and type of information. 2- Click on the down arrow to select an item code from the drop down menu. Press Tab and type the information. Or, you can type any portion of the item you want and press Tab to auto-complete the entry. This search is case-insensitive and works on any portion of the entry, not just the beginning letters. For example, typing shirt will bring up T-shirt size. 3- To add an Item to the list, click on the small Add Other Information button at the bottom of the Other Information pane. Place your cursor in the white box next to the down arrow and type the description of the code. Press Tab. A message similar to this will appear: 10

11 4- Click Yes and the following will appear: 5- Type the Description of the other information type and elect the appropriate radio button for the type of information this code will track. For example, if you need to record special Dietary Needs of registrants, you would click on Text. Click OK. Other possible uses for the Other Information pane include to scan and load photos of registrants or signed permission forms for youth, indicate medications or special needs of registrants. For more information on maintaining codes used on the Other Information pane, see the Master Coding System section of the Administrative Tools manual. 6- Click on the Activities tab. Activities Listed on the left you ll see all the activities you set up for this event on the Activities tab of the Event Record window, along with the Fee for the activity (if any). The third column of the Event Activities list shows the number of persons Registered for each and the limit on possible registrants, if any, for the activity. For example, 8 registrants for the Men s Retreat have signed up for Horseback Riding and there is a limit of 20 participants in this activity. 1- Either double-click an activity or highlight one or more activities in the Event Activities list on the left and click on the small Transfer Selected button to register an event attendee for an activity. The activity will now appear in the Assigned Activities list on the right. 11

12 2- The quantity (Qty.) will default to 1 and the Fee to the amount specified in the Activities pane of the Event Record window. These fields may be changed. For example, if a registrant for the Men s Retreat wants to purchase 2 Souvenir T-shirts, you would highlight the 1 in the Qty. field and change it to 2. Press Tab and CDM+ will calculate the Total cost (if any) for this activity. 3- In the same manner, you may change the Fee on a per person basis. For example, Thomas Patil is bringing his own horse to the camp for the Men s Retreat weekend. He will be participating in the Horseback Riding activity, but since he is not using one of the camp horses his fee for the activity is different. 4- The Notes field may be used for any number of purposes. In our example of Souvenir T-shirt as an activity, the size is noted in this field. The Notes field is useful for recording why a Fee has been modified for a participant. You may type directly in the Notes field or click on the magnifying glass icon in the Notes column to open a larger notes window. 4- When you are finished registering this person for activities, click on the Payments tab. Payments In the Fees section on the right side of the Payments pane you see an accounting of the charges and payments for the event. Fees are broken down between the Camp or Event Fee and Activity (Act.) Fees. Any payments already made will be reflected will be listed to the left and included in the Payments amount. The Balance Due shows the total amount this registrant has yet to pay. 1- Click the small Add Payment button. 2- Type the Date or click on the calendar icon and double-clicking on the date of the payment. 3- Type the Amount of the check or credit card payment. 4- Press the Tab key and type the Check/Credit Card number. 5- Press the Tab key and type Notes as necessary. Clicking on the magnifying glass icon will open a larger Notes window. 6- If you have additional payments from this person to enter, press tab and repeat this process. 12

13 7- To delete a payment, click the red X. 8- Click on the Notices tab. Notices The final pane of the Registration Entry window shows the status of Notices for this event or camp. A Notice type is grayed out if it is not been checked on the Registration Notices pane of the Event Record window. 1- Click the small Send button to send a notice to just this registrant. 2- Click the small Reset button to mark a notice as Never Sent 3- Check the Skip box to delete this registrant from the Notice Queue for this event (see below). Sending Registration Confirmation Notices Once you have registered persons for an event or camp, you can send the registration confirmation notices you previously set up on the Registration Notices pane of the Event Record window. 1- Click on the 3. Send registration confirmation notices button on the Getting Started pane or the Notice Queue button on the Windows pane of the Welcome to Event Registration window. Or, select Notice Queue from the Event Registration menu. If you have specified under Preferences-Toolbar to have the Event Registration toolbar active, select the Notices icon. You can also click the Notice Queue button at the bottom of the Event Record or Registration Entry windows. 1- Select the event or camp from the Event drop list. 2- The Pending column will show the number of notices of each type that are waiting to be sent. If a notice type if grayed out, you have not selected to send that type of notice when you set up the Registration Notices on the Event Record window. 3- The Send button will be active if there are notices of this type pending. If you have already sent some notices, the Reset button will also be active. Click the Reset button if you want to mark previously sent notices as pending. NOTE: This action is not reversible. 4- Clicking the Preview button will allow you to view a Letter or Card Notice before printing it. NOTE: Use this button to preview, rather than clicking Send and printing the notice to the screen, because clicking on Send will mark those notices as sent, clearing the Pending column. 5- The Event and Registration buttons at the bottom of the Notice Queue window jump to the Event Record and Registration Entry windows respectively. 13

14 Event Registration Reports Master List The Master List is a handy list of registrants for an event, with their addresses and phone numbers. You also have the option of including fees and payments on this report. Name Badges Name badges for registrants can be printed in a variety of sizes. You also have the ability to format the badges as you desire, including adding a graphic. Various name badge formats can be saved and reused. Name badges either for all Event registrants or just for registrants of a selected Activity can be printed. To print name badges for all registrants select Name Badges from the report menu; select Activity Badges to print name badges for a selected Activity. The illustration below is for all registrants so the Name Badges report is selected. 14

15 Cllick Add on the Name Badges report window. Give the label a description and choose a label format. Click the Edit button on the Add Name Badge window to customize the selected format. Click OK when finished. Click OK on the Add Name Badge window. Or if you have selected an existing Name Badge, click the Edit button on the Individual Name Badges window. The Edit Name Badge window will open. On this window, you define the content and appearance of the name badge. Click on Item Settings button. General tab allows you to select font (size & color), border and fill. Select the Drawing tab, to add text (such as the Expanding the Vision - Adult Ministries Training on the example at the right), lines and geometric shapes. You can also import a graphic and place it on the name badge. Click on the Fields tab next. Obviously, you will want to choose a name field to place on the Name Badge. But you can also choose from virtually all the fields on event, the individual registration, and even Other Information from the registration. Click and drag a field to the white area of the Edit Name Badge window. Click on the field, select the General tab, and choose the Font, Size, Style, Alignment and Text Color. When you are finished designing your name badge, click Save on the Edit Name Badge window. 15

16 Back on the Name Badges report setup window, use the Standard and/or Advanced Search to choose the Individuals to print on the name badges. TIP: Use the Show Preview feature to view your Name Badge design before printing. If you wish to make changes, click the Edit button to return to the Edit Name Badges window. Registration Labels/ Envelopes Labels or Envelopes for all registrants may be printed. Select the label or envelope from the list of Avery formats on the Labels/Envelope tab (see Appendix A: Common Features for more information on printing labels and envelopes in CDM+). 16

17 Two very useful options when printing labels from the Event Registration program are a One Per Household option and the ability to add an Attention line to labels. Both of these items are found on the Report tab of the Report Setup window. Checking the One Per Household box under the Name Option section will prevent sending duplicate copies of a mailing to a household, if registrants are linked from CDM+ Membership. Check the Add Attention Line checkbox to print an additional line of text above the address. The default text is To The Parent(s) Of:, which is very useful when mailing to participants in a youth event, but you may select the text and type anything you want here. Activity Report The Activity Report includes the Name, Address, Phone, Total Fees, Total Payments, and Balance Due for each attendee registered for an Activity. The report is searched by Event and then by selected Activity (or Activities). The report defaults to group by Activity and allows for the selection of Report Type, Reports Options and Detail Options including Other Information and Contact information. 17