This article will focus on the “self service” group registration option. If you have not done so already, please read our article “Concept of Groups & Ticketing” for an overview of group registration options. This article will cover the following:
The “self service” group booking mode allows the booker purchase tickets, then invite attendees to manage their own registration and schedules in Eventsforce. Bookers can pass the responsibility of data and schedule management to the attendees.
Even when using the “self service” option, the booker still has the ability to enter data and book sessions on behalf of the attendees.
Enabling the “self service” group registration option
The event manager must enable the “Groups +” setting found on the Setup > Event > Properties page:
Note: Event managers can adjust these settings at any time in the registration process.
When “Groups +” is enabled, the booker will encounter the following pages:
Booker’s Details modal
Payment modal (if applicable)
Attendees page (optional)
The booker has the ability to book tickets and pay now, then invite attendees to enter their own information. The booker can invite some attendees now, and invite others at a later date.
Even if attendees are invited, the booker always has the ability to enter attendee details or manage the agenda on behalf of the attendee.
Once tickets have been booked/purchased, the booker can click “Invite” to begin inviting attendees OR they can exit and amend the booker later to invite attendees.
Selecting “Invite” will take the booker to the “Invitations” page which will have an “email address” field for each ‘person ticket’ booked.
If inviting attendees to enter their own information, the booker should enter the email addresses of the attendees on this page.
If entering data on behalf of one or more attendees, the booker can click on the “Attendees” page and begin entering data for each person ticket.
If the booker is also attending the event, they should leave one email field blank and visit the “Attendees” page to enter their own information.
Note: Eventsforce assumes the booker is not attending the event. If attending the event, the booker must have a ‘person ticket’. Only those with a ‘person ticket’ will be allowed to attend the event.
Once email addresses have been entered, the booker can click "Preview Email" to view the system invitation email that is sent out to attendees. The booker can then click “Send Invitations”. A popup will appear to select which attendees to invite, and then a confirmation message will appear confirming how many emails were sent. The booker will then reach the checkout page where they can finalize any outstanding payment, add/remove tickets (if allowed), or visit the “Attendees” page to add information.
If the booker needs to add themselves as an attendee or wants to view the attendee information, they can click the “Attendees” page if still within the booking. If the ‘Summary’ page is reached, the booker can click “Back” in their browser or login to an existing booking.
Attendees will receive an invitation email with a link to “Complete your details”. The invitation email provides the event name, along with the name of the booker who sent the invitation.
After clicking the link, the attendee will be taken to the event website to enter their information and book sessions (if applicable). The attendee’s journey is more limited when compared to the booker.
Attendees have the ability to enter their personal information and book sessions, but cannot change the email address associated with their registration.
Note: Attendees should contact the booker if the email address needs to be changed.
Once the registration details have been entered, a confirmation email will be sent to the attendee. If the event manager allows, the attendee can return to their registration to make changes to data or booked sessions.
Booking sessions as an attendee
If the event contains published bookable sessions, attendees will have the ability to select sessions during registration.
When sessions exist, the attendee will see an “Agenda” page during the registration process.
Sessions will not appear or will be unavailable to add in the following scenarios:
Session includes a price (only booker can book priced sessions for attendees)
Session is not available to the attendee's category type
Session is not occurring on the event day that the ticket is associated with
Session has reached full capacity
Another session has been booked at the same date/time