Event Type Settings

General

Event Type Settings set the stage for events under this category. They define the Who, What, Where, and How - who can register, what they are registering for, where the event(s) take place, and how folks register and how pricing works. Read on for the different settings available and an explanation of their purpose. 

  • Registration Method - This defines how registration works: Just Numbers, Just Names, or Numbers and Names. Click to learn more.
  • Name - Overall name for the event type, i.e. Scouts BSA Summer Camp. Date or session info can be added for each event.
  • Description - Displays on the Info page in the user interface for all events under this event type. Supports line breaks.
  • Leader's Guide Link - URL from an online source such as the Resources section of your Tentaroo website or minisite. Users can download this from the Event Info page.
  • Location
    • Select the Location for the Event Type. This will be displayed in the event information for each Event.
    • Change selected Location by using the X to remove the current Location and then clicking Select to choose a different Location.
    • Add (white plus icon), edit (pencil icon), or delete (from three dot menu) Locations from the master list. Admin location permissions are needed for this. The master list is shared among all events, facilities, and websites; changes to this list are reflected throughout the system.
  • Event Category - Designates on which calendar the events display on the website.
  • New Registration Confirmation Message
    • Select a message from the Message Center to be sent automatically when a group creates a new registration for an Event within this Event Type.
    • This selection box shows all messages built in the Message Center to choose from. Click on a message to assign it to this Event Type.
    • Change the assigned message by clicking the X to remove the assigned message and then click Select to choose a different message. 
    • Additional tools in this selection box: 
      • Plus icon - Write a new message.
      • Magnifying Glass icon - Search for a message.
      • Pencil icon - Edit an existing message.
    • These messages are sent to primary and alternate group contacts as well as primary and alternate event contacts, if enabled (learn more).

Event Type Settings

Contacts

These are administrators of this event and receive notifications. 

  • Primary Event Contact - Shown as the contact for the events and will receive notifications of new or changed registrations.
  • Additional Notify Contacts - Not shown to units and will also receive notifications of new or changed registrations.

Pricing

These pricing settings help define the rules around your pricing structure. Specific rates and dates are set under Event Settings for each registration event. 

  • Allow Self Registration (Numbers Events) - This defaults to On and allows groups to register themselves. Occasionally, it may be best to turn this off if you need to control registrations more closely.
  • Minimum Number of Participants (Numbers Events) - Set this if you need to require a minimum group size. Admins can override this setting if you approve a smaller group.
  • Allow Increases to Event Registration (Numbers Events) - This is inherited when you allow self registration; when self registration is disabled, you can decide whether groups can increase the number of spots in their registration or not. 
  • Upfront Payment settings - Either Require in Full (the full cost is due at time of registration) or set a Specific Amount per Youth and/or Adults. If set to $0, groups can register and checkout with no online payment and can pay later or make an offline payment. 
  • Multiple Event Discount (Just Names Events) - This setting allows users who register the same individual for multiple events under this event type to get a discount or a new rate on subsequent registrations. It automatically adjusts their rates as they register for new events or cancel their registrations. 
  • Pricing Levels by Date - These are the labels on your date ranges for pricing. Specific rates are NOT set here; those are set under each event.
  • Pricing Tiers - Enable any or all pricing tiers you need for this Event Type. If no extra tiers are enabled, all groups will get your Default / In-Council rates.
  • Participant Types - Minimum one (1) Youth type and one (1) Adult type required. Add additional participant types to charge different prices, display custom class schedules, or set registration capacities based on participant types. Can limit the registration to just Youth or just Adults under Named Participants below.
  • Lock-in Pricing Based on
    • Date of Registration - Available for all Event Types.
    • Date Paid in Full - Available for Event Types that use Numbers.
  • Payment Gateways
    • Extra Percentage Fee (Optional) for Credit Cards and/or eChecks.

Group & Registration

This set of settings applies to how groups register. These are notably different between the different Registration Methods.

  • Default Group Type - Sets the default group type (i.e. Unit or Individual / Family) when someone is creating a new account. 
  • Default Unit Type - Sets the default unit type when someone is creating a new Unit account.
  • Show Group Type During Account Creation
    • If enabled, users can change the Default Group Type to a different option.
    • If disabled, your Default Group Type is the only option. Users cannot create a different type of group.
  • Show Youth/Adults - (Just Numbers Events) Use this to limit registration to just Youth spots or just Adult spots for an event that only uses Numbers.
  • Allow Non-Scouter Participants - Allows Individual / Family account members to bypass unit information during registration. Available for Event Types that use Names.
  • Payment Requirements to Add Participants - Available for Event Types that use Numbers AND Names. Amount entered here will be added to the cart with the named participant and must be paid during checkout. If the minimum has already been met, no payment will be required.
    • Number of Participants Paid in Full - Allow groups to add the number of participants that they've effectively paid for in full so far. Deposits must also be paid for all spots. Example: If the event fees group paid for so far can pay for 5 youth in full, they'll be able to add 5 youth to their event registration and sign them up for classes. If they haven't paid in full for a new named participant, the balance due for that spot will be added to the cart.
    • Minimum Percentage of Registration Fees - Enter a percentage (0-100%) of total registration fees required in order to register participants and sign up for classes. Note: Even if this is set to 0% any campsite and/or youth participant deposits will still be required. See Event Settings for more on deposits.
  • Event Contact - (Numbers Events) Show / Require the Event Contact allows you to collect event-specific contacts from your groups. These contacts will receive system notifications regarding this registration such as receipts and Message Center messages. 
  • Campsite Ranking - (Numbers Events) Show / Require to learn the group's top three choices for campsites. Campsite assignments are done by admins.
  • Registration Notes - (Numbers Events) Show / Require, set a Custom Prompt (optional), to collect needed information from the group during the Numbers registration process.

Named Participants

In this section, configure the information needed from your named participants. 

  • Youth - Toggle Show Youth off to limit registration to just Adults.
    • Choose which fields you want shown and/or required for your Youth participant types. 
    • Click the orange toggles to disable a field. Faded toggles mean this option cannot be disabled and will always be shown.
    • Use the dropdown to choose between Optional and Required for eligible settings. Fields that do not have a dropdown will always be optional.
    • "Allergies, Dietary Restrictions" is shared between Youth and Adults. If on for one, it will be on for the other.
      • Suggestion: If this setting is on, also enable Notes for Special Needs so your participant can type in the details of their allergies or dietary restrictions. 
  • Adults - Toggle Show Adults off to limit registration to just Youth.
    • Choose which fields you want shown and/or required for your Adult participant types. 
    • Click the orange toggles to disable a field. Faded toggles mean this option cannot be disabled and will always be shown.
    • Use the dropdown to choose between Optional and Required for eligible settings. Fields that do not have a dropdown will always be optional.
    • "Allergies, Dietary Restrictions" is shared between Youth and Adults. If on for one, it will be on for the other.
      • Suggestion: If this setting is on, also enable Notes for Special Needs so your participant can type in the details of their allergies or dietary restrictions. 
  • Other Fields
    • OA Fields, if enabled, will show Chapter, Lodge, OA Status and OA Position fields as optional.

Class Scheduling

These rules apply to how class scheduling works. Specific schedules are set under each Event. 

  • Enable Waiting List Under Individual Participants - Class waitlists only.
  • Show Full Classes for Participants
  • Show Full Group Classes
  • Require Unique Class Types
  • Show Class Location Field
  • Custom Label for Participant Classes
  • Minimum Scheduled Time Blocks

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