Creating Event Types

Last edited 9/29/2020
Each new event is created under an Event Type. An Event Type sets the basic structure of your event and is used from year to year for all occurrences of this event type.

Event Types are used to categorize events that are similar in the following ways:

  • Same Location.
  • Same Event Contact.
  • Same Registration Method.
  • Same questions asked of participants.
  • Reoccur annually or semi-annually.

Example: Summer Camp

  • Event Type: Scouts BSA Summer Camp
    • Location: Tentaroo Scout Reservation
    • Contact: Tentaroo, support@tentaroo.com
    • Registration Method: Numbers and Names
  • Events:
    • 2020 Week 1
    • 2020 Week 2
    • 2020 Week 3
    • 2020 Week 4
    • High Adventure Camp 2020
    • 2021 Week 1
    • 2021 Week 2
    • 2021 Week 3
    • 2021 Week 4
    • High Adventure Camp 2021
  • Webpage: Event Module Page, Summer Camp (Learn about Event Module pages on your Tentaroo website.)
    • Primary Event Page - calendar links redirect here.
    • Featured - appears on the slider on the homepage.
    • Registration Buttons - automated registration buttons for each week of summer camp that turn on and off with registration.
    • Images on event page are used as thumbnails for the event type and events in the registration system.

Event Types are added at Locations > Event Types > New

Location of Event Types under the Locations tab

The following sections describe the various Event Type tabs and settings:

  • Location: Choose the location where your events will occur. If the location is not listed, you will need to add it on the locations tab.
  • Name: This is the name of the event type, not the individual event, i.e. "Scouts BSA Summer Camp" rather than "Summer Camp Week 1."
  • Event Category: This category will be used for the calendaring of your events on your Tentaroo website. For example, if you add the event type to Camping, it will appear on the Camping calendar as well as the consolidated Council calendar; events assigned to a district category will also appear on that district's web page(s).
  • Summer Camp Program: This is a legacy field. Do not use.
  • Leader's Guide: You can add the URL of your leader's guide. This can be uploaded to your Tentaroo Website Resources.
  • Website URL: Only use this if you do not have a Tentaroo website.
  • Description: This will be displayed to anyone registering for an event.
  • Delete: Selecting Delete and then Saving Event Type will delete the event type and prevent users from accessing their registrations and records. Deleted event types may be restored by selecting "Display Deleted," choosing the Event Type, and unchecking "Delete." Save, and the event type will be restored.
  • Contact Names: The required contact is also the displayed contact for all the events within the event type and will receive all event notifications. Contacts 2 and 3 will receive notifications but will not be displayed to registrants.

  • Default Group Type / Unit Type: This is the pre-selected account type displayed when a new account is being created for registration for this type of event. This does not limit registrations solely to that type of group: both unit and individual accounts can register for all types of events. By request, we can hide the account type option so that anyone creating an account while trying to register for the event is guided to create the pre-selected type of account. Contact us at support@tentaroo.com for a full explanation of this feature.
  • Show / Require Unit Sponsor For Units: This is a legacy field. Do not use.
  • Require Group Phone: This is a legacy field. Do not use. You can require the group phone number and/or email address for all events in your system settings.
  • Show "How Did You Hear": This is a legacy field. Do not use.
  • Allow Non Scouter Participants: This setting allows for siblings or other non-Scouters to register for these events.
  • Numbers Registration: The default registration method for a new Event Type is Just Names. To enable Numbers (Spots) or Numbers and Names (Summer Camp Style), check this box. You can then disable Names (see "Enable Names Registration" below) if you want a Just Numbers registration method.
  • Allow New Registration for Events: If unchecked, only admins can create registrations, users will not be able to sign up for events on their own. Allowing new registrations also allows users to edit their registration to increase their numbers (spots).
  • Allow Increases to Event Registrations: This option is only available if the previous checkbox is not selected. Allow Increases is used when the council is managing new Numbers (Spots) registrations but then the registrants will be able to increase their numbers. If not selected, all increases will be handled by the council.
  • Enable Names Registration: Check this for a Numbers and Names (Summer Camp Style) registration method. (For Just Names, uncheck Numbers on the left.)
  • Allow Addition of Effectively Paid Participants: With this option selected for Numbers and Names Event Types, groups can name the spots for which they have effectively paid in full. Example: if the event fees they've paid so far can cover 5 youth in full, they'll be able to add 5 youth names to their event registration and sign them up for classes. As users register additional participants to the event and select their classes, the system will automatically add enough money to their cart to bring them up to the correct effectively paid amount. Users will not be able to remove payment from cart and still checkout. This is a required minimum payment. Registrations and class selections are not final until checkout is complete.
  • Minimum Registration Fees Payment(%): This is only available if "Allow Addition of Effectively Paid Participants?" is not selected. Enter a percentage (0% to 100%) of registration fees required before participants can be added to the event and signed up for classes. NOTE: If event settings require a campsite and/or camper deposit, that deposit will still be required even if this is set to 0.
  • # of Days To Override Payment Requirements: This is a legacy field. Do not use.
  • Minimum # of Participants: Enter the minimum number of spots for a group registration. This only applies if users can update their own registration totals. Only applies to Just Numbers (Spots) or Numbers and Names (Summer Camp Style) registration methods.
  • Show/Require Campsite Ranking: This will show a list of campsite preferences that users can select. It can be optional or required. This is only for preferences. The council will ultimately assign campsites. Once a campsite is assigned to a group or groups, it will no longer be displayed on the list. If all campsites are assigned AND campsite ranking is required, new groups will not be able to complete registration.
  • Show/Require Registration Notes: Adds a text box for users to provide you additional information. It can be optional or required.
  • Custom Prompt for Registration Notes: Enter a custom prompt for the Registration Notes field.
  • Allow Late Registrations: By selecting, registrations will be allowed during a late rate period. The late rate start date is specified at the event setup.
  • # of Days Before Event to Lockout Registration: This is the end of the late rate period. Online registration will end the specified number of days before the event's start date. If the late rate period is disabled on the previous setting, the Base Rate Registration End Date at the Event is also the online registration end date.

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  • Default GL Account* (Participants): This GL account will be assigned to event fees** collected. Default GL accounts for Events are inherited by new Events; existing Events will not be modified by changing the default GL account at the Event Type. Events can also be assigned a different GL account as needed.
  • Default GL Account* (Classes): This GL account will be assigned to class fees*** collected. Default GL accounts for Classes are inherited by new Events, which are in turn inherited by new Classes for each Event; changes to the default GL account settings do not change existing Events or existing Classes under the Event. The default GL account for Classes at the Event level can be changed for each Event, and each Class can also be assigned a different GL account as needed.
  • Require Upfront Payment in Full: Check this box to require full payment upfront when registering. Uncheck this box to enter a dollar amount to collect upfront per youth or adult. Leave blank to require $0 due upfront. Note: Admins can always create registrations with $0 payment upfront.
  • Early, Base, and Late Registration Names: Use these to alter the display if you call your rates something other than Early, Base, and Late. For example, Early Bird, Regular, and Express.
  • Allow Credit Card Payments: Uncheck** to disable online credit card payments for events within this event type.
  • Allow eCheck Payments: Uncheck** to disable online eChecks for events within this event type.
  • Credit Card Fee Percent: Enter a percentage to automatically bill as an extra fee for credit card payments. This will only apply to amounts in the cart for events of this type. It will not charge any percentage of amounts entered in the cart for other events.
  • eCheck Fee Percent: Enter a percentage to automatically bill as an extra fee for eCheck payments. This will only apply to amounts in the cart for events of this type. It will not charge any percentage of amounts entered in the cart for other events.

*GL stands for General Ledger. GL accounts are used to track financial transactions within an organization. Contact your accountant/controller for assistance with your council's GL account system.

**SPECIAL NOTICE: If you have disabled Credit Cards or eChecks for an event, you do not want to require payment upfront as users will be unable to complete their registration. If you have disabled a payment type for select events and the user has other events in the cart, they will be unable to check out.

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  • Show Youth: Selecting this field will enable the registration of youth participants and will allow you to select the youth fields.
  • Show / Require Shirt Size: This field will collect the youth shirt sizes per participant when shirts are included in the registration fee. This field cannot be monetized to charge for shirts - see Classes or Products. The Shirt Sizes report can be used to generate list of participants and shirt sizes.
  • Show / Require Gender: Youth gender.
  • Show / Require Grade: Collects current grade.
  • Show / Require Emergency Contact: Collects youth's emergency contact name and phone.
  • Show Allergies, Dietary Restrictions: Shows toggles to indicate existance of allergies or dietary restrictions. Inherited for Adult settings.
  • Show Notes for Special Needs: Shows a notes field to collect details about any special needs, including allergies or dietary restrictions. Recommended to use with previous setting.
  • Show / Require Phone Number: Youth's telephone number
  • Show / Require Address: Youth's address.
  • Show Event Registration Notes: Shows a notes field for each youth.
  • Require Date of Birth: Please require date of birth if planning to use minimum age requirements for any classes.
  • Require Rank: Allows for the selection of the youth's rank as of the first day of the event. If Allow Non-Scouter Participants is selected, "Not a Scout" will be an option.
  • Ask For Summer Camp Year: A numeric field so that the number of years attended. Example: if the number 6 is entered then the following message will display: "This will be the 6th year at a summer camp.".
  • Show / Require Unit Position: A text field where unit position can be typed.
  • Show / Require Unit Leader: A text field where unit leader name can be typed.
  • Show Allow Photography: Select this option to show the Allow Photos field. This can be used to indicate whether or not the camp has permission to take photos for promotional purposes.

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  • Show Adults: Selecting this field will enable the registration of adult participants and will allow you to select the adult fields.
  • Show / Require Shirt Size: This field will collect the adult shirt sizes per participant when shirts are included in the registration fee. This field cannot be monetized to charge for shirts - see Classes or Products. The Shirt Sizes report can be used to generate list of participants and shirt sizes.
  • Require Gender: Adult Gender.
  • Show Allergies, Dietary Restrictions: Shows toggles to indicate existance of allergies or dietary restrictions. Inherited from Youth settings.
  • Show Notes for Special Needs: Shows a notes field to collect details about any special needs, including allergies or dietary restrictions. Recommended to use with previous setting.
  • Show / Require Phone Number: Adult's telephone number.
  • Show / Require Address: Adult's address.
  • Show / Require Date of Birth: Please require date of birth if planning to use minimum age requirements for any classes.
  • Require E-mail: Adult's email.
  • Show / Require Unit Position: A text field where unit position can be typed.
  • Show / Require Youth Protection Training Date: Date field for when training was taken.
  • Show / Require Baloo Training Date: Date field for when training was taken.
  • Show / Require Basic Training Date: Date field for when training was taken.
  • Show Days in Camp: Adults can check the days they will be at camp. This setting does not automatically prorate pricing for partial weeks. See Camperships and Discounts.
  • Show Event Registration Notes: Shows a notes field for each adult.

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  • Show BSA ID for Youth / Adults: Field will be displayed for BSA ID number to be entered.
  • Require In-Council BSA ID: Require BSA ID for In-Council registrants.
  • Require Out-of-Council BSA ID: Require BSA IF for Out-of-Council registrants.
  • Show and Require OA Fields: Select this option to show the Chapter, Lodge, OA Status and OA Position fields. Not currently required.
  • Show Is Staff: Y/N field.

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  • Minimum Scheduled Time Blocks for Youth: Enter a Time Block to require that youth schedule classes up to and including the set Time Block. The system will show a warning when saving a class schedule if there are any remaining classes that are available (not full and not conflicting with the current schedule) in this Time Block or below.
  • Minimum Scheduled Time Blocks for Adults: Enter a Time Block to require that adults schedule classes up to and including the set Time Block. The system will show a warning when saving a class schedule if there are any remaining classes that are available (not full and not conflicting with the current schedule) in this Time Block or below.
  • Minimum Scheduled Time Blocks for Group Classes: Enter a Time Block to require that groups schedule classes up to and including the set Time Block. The system will show a warning when saving a class schedule if there are any remaining classes that are available (not full and not conflicting with the current schedule) in this Time Block or below.
  • Custom Label for Participant Classes: Enter a name to show instead of Classes on the tab for class scheduling under individuals.
  • Show Class Location Field: Check to show Class Location field while managing classes. Entered class locations will be displayed on the Group Class Schedule prior to the event start.
  • Require Unique Class Types: Require that each selected class in a participant schedule be a different class type, i.e. Archery Merit Badge can only be chosen once. NOTE: This applies to all class schedules for youth/adults/groups.
  • Enable Waiting List: Enables waiting lists for classes under individual participants. A participant can select a full class and be added to the waitlist in the next available slot, i.e. 3rd on the waitlist. NOTE: This only applies to classes that are for individuals, not group classes.
  • Show Full Classes for Participants: Shows all classes when scheduling classes for participants, even if a class is full. Full Classes still cannot be selected unless waiting lists are enabled.
  • Show Full Group Classes: Shows all group classes and options when scheduling, even if a class is full. Full classes still cannot be selected.

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Time Block Defaults are copied to a new event when it is created. It is recommended that you setup your Time Blocks at the Event Type level, especially for events such as Scouts BSA Summer Camp. This will help reduce the amount of data entry and chances for human error. Once an event is made, updates to this tab will not change events already in the system.

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We are always happy to assist with event registration training.