Cleaned Transcript

The events landing page is designed to make common tasks and actions so much easier when it comes to managing your events. You can do everything right from this page without having to open and search for different actions. We’ll cover how you can see key event metrics, how Membee uses a simple structure to keep active events at the top of your list, and how to perform common actions.

On the events landing page, you can expand any event to see key metrics. By expanding an event, you can see a few things, including attendees, which shows the maximum number of attendees and the percentage of spots taken, as well as the number of defined and undefined attendees. You can also see registrations, which shows the total number and a percentage breakdown of how many are online versus manual. Event views, the total number of times your event has been viewed on your website, are also visible. Other options you can see in the expanded view include event URLs, which you can use to promote your event on your website, in a newsletter, or in an email. You can also see all the categories your event is set in, which gives you a quick overview of all categories selected. If you track custom fields for your event, the expanded view can show you a quick total. For example, if you have a T-shirt option, it will consolidate the totals from all three T-shirt sizes so you can see a total count for each size. This is very handy for quickly getting totals for things like meal preferences before you send the numbers to your venue.

Membee automatically arranges all of your events based on their current state, whether they are in the past or are current. Let’s start with the tabs you’ll see. The Current Events tab shows upcoming events for which you are currently accepting registrations. By default, they are ordered by when the event is happening. The first event on the list is the one that’s happening tomorrow, and so on. The Past Events tab is for events that have already occurred and have had their registration closed. It is helpful for easily finding and generating event reports. You can quickly pull totals for registrants or attendees to share with your board, for example. The actions available for past events are the same as for current events. The Current Community Events tab covers community events hosted by a third party and submitted to your event calendar to be promoted on your site. You don’t capture registrations for these events; it’s just for promotion. It’s important to maintain control over what appears on your website that isn’t hosted by you. For example, if an event is submitted and needs to be processed, you can click the Actions button and then Accept Event. From the Actions button, you can also edit an event, reject an event (which will send an automated email to the person who submitted it), view the event on your website, or archive it. The All Events tab is your go-to for finding all events regardless of their status. It’s a great place to get an idea of all the events you’ve hosted within a specific time period.

Without even opening the event, you can perform certain actions by clicking the Actions button. From here, you can edit the event, which allows you to make quick changes to the event’s settings. You can add a new registration, which is for a manual registration, for instance, when someone calls you to register. You can email registrants or attendees, which is a quick way to communicate important information to different groups of people. You can also view or share the event publicly, which lets you see how the event looks on your website and share it on social media or via a URL. You can archive the event, which keeps the event data but cleans up your active list on the landing page; you can restore archived events if you need to access information like reports. Lastly, you can copy an event, which is useful for things like an annual conference where the details don’t change much. It saves you from having to start from scratch each year. There are also other options on this landing page, such as the Add an Event button, a Filter button, and an Add a Registration button. These are all convenient actions, but they each have enough information to deserve their own videos.

If you have any questions, feel free to reach out, and we’ll be happy to help!

Sometimes a quick overview is just really all you need. So the snapshot feature in the events landing page will give you real time key event metrics and you can see at a quick glance how your events are doing overall. In this video, we’re gonna cover what that snapshot button is, what you see, and inside the snapshot window, we’re gonna take a look at known versus unknown attendees, online versus manual registrations, member versus non-member event revenue, and also total views of your events overall. To start off, we’re gonna look at the snapshot button here. This is your event landing page. So when you click this snapshot button, it will open up the window. Now to start off, we’re gonna look at known versus unknown attendees, and what the difference is, is that known attendees are people that you have a name to. So if it’s a defined person that they contribute to this known attendee count, the event participation there is tracked automatically. And when the participation is attached to a specific person, your data just yields greater information. But there are legitimate times where unknown attendees is just a thing. You know, when you have registrations online and you make it optional for attendee information, that means that person can skip it so they don’t enter anything. And when they come into Membee here, they come in as an unknown attendee. So legitimate registration, if it’s not a requirement for you to know who’s showing up at the door, you can have them tracked as unknown attendees if they skip it. The next section is that online versus manual registration. The difference is that online registrations are pretty much going into your website and registering on their own. So this is the ideal process. They know who’s showing up, they know what the information to fill in so they can do it on their own, pay for it, get themselves registered. On the contrary, you get your manual registrations and your manual registrations are just registrations that you input on behalf of that registrant, but in the back end of the system. So for example, coming to this event, landing page and choosing to add a registration. Now, automating administrative tasks will free up your human talent and resources to then allow you to focus on other goals and things like building up your event, making your event even better. But, and it is a legitimate reason to complete an event registration on, on manually if you need to, but really that’s still work. So keeping an eye out on the total number of manual registrations will ensure that the manual work stays at a reasonable level. And, you know, there is some ongoing thought that goes into event pricing too. So what we’ve seen as a trend is that it’s common for organizations to charge a little bit more for registrations that staff or volunteer will perform, and complete for them Rather than them going onto your site and registering on their own. Just because it just takes administrative work and time, a phone call, getting all this information, all of that takes time. So it is a common trend now to charge a little bit more if needed. The next section is the member versus non-member event revenue. So this gives you a quick glance at how much revenue you’re pulling between members and non-members. So pretty straightforward, but it is an important reason to accept and encourage non-member registrations. The reason why is because non-members often represent the future, um, potential members. Your events are a great way and often the first way a potential member will interact with your organization. And so by knowing who they are, you can reach out to them, offer them a promotion. You can see if someone’s registered maybe four or five times as a non-member, and you can offer a new membership to them. Um, many, many different ways, but it just allows you to acquire new members. It’s just a starting point since you already have some sort, some sort of relationship with them. The next area we’ll talk about is the total views. The total views of your events are from your website. So these are just wondering if are people seeing your event organizations? Um, it’s important as a contributor to make sure that you’re maximizing your registrations and there is some traction there.

Whether your event is a simple seminar or a more advanced event with members only pricing and perhaps early bird pricing, Membee makes it really easy to create a new event. In this video, you will see how Membee walks you through that process and makes it really, really easy to create a new event. By the way, this is an overview video so you can see the structure of a new event. There’s a lot of capability here, so subsequent videos will walk you through various areas of this, but we want to use this one just so you can get an overall sense as to how you create a new event. So if it’s time to get a new event underway, then that’s really easy to do. So let’s go over to events. And if I wanted to create a new event right from scratch, I would simply click on the add new event. That’s one way to do it. Another way to do it is I go to one of my existing events. It may be close to the type of event that I want to create as a new event. And when I go to this event under actions here, I have an option to simply copy this event. So what copy does is it copies the structure of the event, everything that’s attached to it, but it doesn’t copy the registrations or the sales that are attached to it. So in essence, it gives me a copy of this one that I can go ahead and edit. Well, when I hit add and we go in here, you can see that the creation of a new event is laid out into tabs. So rather than having you sit there, watch me type and add all of this information, let’s simply edit one of our existing events here. And as you can see, it uses exactly the same form before we dive in here into the details. One feature that I use a lot, and it’s right up here at the top, is this option to view the event. And when I click this, it actually takes me to my site and shows me the event as it would appear to a site visitor. Really handy when I’m working on the layout, often the layout or content that I’m putting into the event description as an example. So it’s a quick way to kind of test your ideas as you change things within the event itself. The details tab is the core basics of the event. So for example, I can lock the event down and put it into preview mode. So I’m the only one that can see it. That’s handy when you’re really working out the detail of the event, maybe some pricing. You’re working on an event budget here inside Membee to determine the feasibility of the event. So this basically hides it, so you’re the only one who can see it. Obviously the event has a name. And in the case of this event, and as you saw online, I’m actually using a header image to act as the title for the event. Really easy to do, simply upload an image. A few other basics include, you know, when the event’s gonna start, when it’s gonna end, what time zone it’s in. Really handy if you have a national membership, so that they’re, they know exactly when the event’s gonna start. One of the most popular features is a really easy to use, but full feature editor. So it gives me a ton of capability here to create the event. Everything from adding images into the event. And if I need to, I can even look at the raw HTML for it. Most of our users edit the event right here in the wizzywig editor, which makes it really, really easy to do. So we scoot down a little further here. The location can be anywhere, but one thing that Membee does for you if I hit the little dropdown here is that I can define and then hence reuse locations. So if you have events that occur in the same venue, a lot of time, then I can define that venue and simply choose it from the list. And as you can everywhere in Membee if I need to add a new one, I can add one here on the fly. So that brings in the location, the address, et cetera, so people can find it. A little bit of information here with respect to attendance at the event, I can cap the attendance. So I’ve set attendance on this one to 500 people. Overbook is a neat idea. I’ve capped it also at 500, but you may for a luncheon for example, have a hundred people in attendance and you might set your overbook limit to 110 people. That allows you to slightly oversell the event to account for no-show at the event. Membee will allow me to set when I want it to kind of email me and tell me how close I’m getting to those capacity settings. So I’ve set that to 80%. I’ve set up some duplicate checking. So, we’ll get into event items here in a second, but event item level checking just ensures that people don’t re-register for the same thing. Creating a duplicate, I’m marking everybody as not attended because, I can mark them really easily post-event as attended. But, so I want them starting out as that. And then finally here, some information with respect to categorization. A couple ways that you would use event categorization. First of all, it allows me to color code the events on my event calendar. So all of my educational events could have a different color than all of my networking events on my calendar. Another, a handy feature there is that on Membee Complete sites, if you’re thinking about a Membee Complete subscription, you can do really, easy and accessible lists of events based on the category. So for example, a menu choice where everybody can click a menu choice and get to all of the educational events in a single location. So the details tab gives us kind of the core foundational, detail of the event. And then we’ll dive into the next tabs here. Next, the event items tab are the really the things that people register for within your event. So in the case of this event, I’ve got a number of of event items here that they can register for. You can see I’ve got a gala dinner, my trade show, and an actual delegate attending the event. So these are the things that people actually register for within Membee. Of course, these are unlimited. And then each of these items themselves can have a number of characteristics. So for example, for my gala dinner here, it looks like I’ve created a couple of price levels. So let’s just have a look at that real quick. So if I edit that item and look at its price levels, I can see that I’ve created price levels that are at a member price or reduced member price. And then on much larger non-member price, price levels within any event item are also unlimited. So price levels are, are a great way to gain access to features like member non-member pricing, early bird pricing. You can even do price levels that are specific to individual or a group of membership levels. So for example, I could have a price level for the gala dinner that was, uh, applicable and accessible only by my platinum level members and are not accessible by another level of membership. So the items are what they register for. And price levels gives you a great way to, to control the pricing. Another feature that is used a lot and, and we call it bundling, but the idea is basically combining a couple or maybe even more than two items together so that when somebody registers, they register for the bundle, but Membee automatically registers them into each of the items that are included into the bundle. So for example, I’ve created a bundle here that is two items. It’s my pre-conference tour, as well as actual registration. So when somebody selects this, then they’re actually registered into both of those. Common reason to create a bundle is, uh, maybe I’m giving them a, a slight price break on the price level if they purchase the bundle rather than registering as a delegate and signing up for the tour separately. So that’s a, a time saver for your, your registrants and also a bit of an incentive for them to purchase the bundle. Now for each of my items here, there’s this action button, which opens a bunch of capabilities for me. So if I open one, then this is where we went earlier to edit the items. So we could look at the price levels just like copying the event, I may have a price level that’s close to what I want to create so I can copy this actual item and then, um, modify it. I can add another price level directly to this. So maybe I, I want to have another, uh, target another group with some special pricing. But I wanted to show you a handy little thing here called, uh, display order. When I open this, it shows me all of my event items. Now, this is the order that I see them in. It is also that the order, when somebody goes to my event on my site, they see them in this order as well. Well, I created this bundle here and, and I want to kind of, you know, make that really visible to everybody. So I’m gonna drag it up to the top there and save it. So now when either I view the event or when somebody views the event on my site, the very first item that they’re going to see is my bundle. So as you can see a ton of capability in event items, we have a more detailed video that takes you into the nuances of the items and their price levels, but I thought this would give you a quick overview of how they work. The contact tab contains the person who is basically the person managing or running the event itself. That may be a, a fellow member user within your organization, or it may be an external volunteer that’s running the event. So I can add literally anybody as the contact person for this event. If somebody has a question about the event, then that question is gonna be directed to this person. And in addition, Membee really keeps the event contact in the loop with respect to what’s going on in the event. So as the system sends notifications, they’re gonna be directed at this person. The layout and display tab gives you control over how your event is literally displayed online. The visibility section here gives me control over when the event is visible. So for example, I may develop an event today, but I don’t want it visible on my site for a month or two. So that allows me to control when it becomes visible on the site. Within any event, the content for the event is laid out into sections. So I control a couple things with respect to those sections. First of all, I control whether or not they’re displayed and I can also change the naming of any of the sections. This is handy because I may present my events differently. So for example, for a major event such as this one on my Membee complete site, I may do a really cool page that sh has all of the detail with respect to the event. So I don’t really need to repeat the event’s description, so I can turn that off here and, and then allow my webpage to share those details. So now I’ve controlled what my sections are called, whether or not they’re even visible. And then Membee gives me the ability in the page layout section here to control the order that things appear in. Currently I’ve got my event set up in a two column layout because I have a nice wide, modern design in my Membee complete site, but there may be times when I may want to switch that to a singular column layout, perhaps a skinnier site design as an example. So I’m gonna go back to my two column layout and then as I scoot down here, Membee shows me the sections that appear in each of those columns and I can, as you can see, grab any one of them and move them around. I see that my sponsors over here in the right hand column is below sort of the date and time for the event. So I’m gonna change that. I’m just gonna drag it up there so my sponsors get a higher level of visibility when somebody views my site. So the layout and display section and this tab gives you control over really how your event is visible. You can customize it on an event by event basis. So these changes that I’ve made here are unique to this event. So I really can control on an event by event basis exactly how it looks. The registration setup tab is used to control what information I gather when somebody completes the registration process. Two quick terms here for you. The first one is registrant. That’s the person actually completing the actual registration. And then of course we have the attendee, that’s the person who will attend the event. Sometimes they’re the same and sometimes they’re different. So for example, Bob may complete the registration, but he may be listing Sally as the actual attendee of the event. So the information that we gather on the registrant is really the information that we need in case we need to contact them with respect to the registration, detail around something that they missed on the registration, et cetera. And then I can turn fields and off and on here, and then I get to the information that I would gather on the attendee themselves. So Sally, in my example, well, it’s not uncommon that somebody like Bob completes the registration for somebody else who’s going to attend, but in the vast majority of cases, Bob is actually completing the registration and he will be the attendee himself. So Membee has a handy feature here that when, both the registrant and the attendee are the same person, if Bob’s logged in as a member, then he doesn’t have to repeat his information, but, Membee will simply add his information as the attendee. So it makes the whole registration process much easier for your members. So that kinda outlines the information that I can gather. I can turn fields off and on for both the registrant as well as the attendee. This is also where I control some information. A big chunk of the registration process is if I’m charging for this event payment options, I can configure payment options that are unique to just this event. So it’s quite common where events based on the type of event may have different pay payment choices. So in this case, I’ve got, my two Visa and MasterCard credit card options, but I can even add other choices here such as, you know, we’ll allow them to send us a check and I can even add a payment type on the fly from here. Okay, so now I’ve got registration set up and registrations are starting to flow in. So who gets notified of those registrations? Well, by default, the events contact that we actually set here on the contacts tab, they’re gonna get notification of the registrations and I can actually notify somebody within my organization. So perhaps the event contact is a volunteer that’s running this event, but I also want somebody in our organization to be notified so I can add Joe to the list as well, so they’ll get any details when registrations occur, et cetera. And then finally, communication related to the registration process. Really commonly used one is a confirmation email. All of this communication is template driven. The template for this confirmation email is unique to this particular event. So I can actually edit it and modify it here. And I know confidently that I’m only changing the confirmation email for this particular event. The event sponsors tab is where I go to control this event set of sponsors so quickly I can add sponsors here by simply hitting the add sponsor button, but I’ve also got the ability to create and then organize my sponsors into membership levels so I can create membership levels. As you can see, I’ve got a couple of levels here. So the information that is displayed for each of your sponsors is their name, their logo, and a click through that allows somebody to access the sponsor’s website. So there’s numerous ways to give them visibility in the actual event layout, but the actual sponsors themselves are controlled here. So I noticed a couple things here. So I wanna make some changes. So first of all, my platinum level is my most expensive sponsorship level, so I want them displayed above my gold sponsors. So if I click the actions button here, I’m going to change the display order of my actual sponsorship level. So that’s easy to do. I’m just gonna drag platinum up there and save it. So now I know when my event displays online, my platinum sponsors are gonna appear above my gold ones. And then I noticed in the layout of my gold sponsors that Scotiabank here is one of our long standing members, a long time supporter, so I’d like to give them a little bit of extra visibility. So I’m gonna change the display order within the level. So this presents all of the sponsors within this level, and I’m simply gonna grab them, drag ’em to the top. So this is how I control not only who my sponsors are, the information displayed about them, but also the order that they appear and the order that the sponsorship levels appear as well. The images tab allows me to build a group of images, unlimited group of images, actually to display in my event for the purposes of promoting the event. So for example, taking images from last year’s version of the event and showing ’em in this year’s version so new Attendees can see what it’s all about. Well, this is really easy to use. The add button allows me to upload unlimited images. I can give each one of them a description, and I’ve noticed here in displaying them that I’m starting off the gallery with a, a trade show image. But I would really like to use this spectacular image of the conference center. So When I click the Actions button, I can just right here, choose the display order and grab my conference center, drag it to the top, and now that’ll be the first image that everybody sees in my online Carousel. So always Take a bunch of images because they’re useful next year when you go to promote next year’s version of this event. The automations tab is where I go to configure the automated communication for this event that I’m creating. The automations are set up, we’re gonna have a look at one here shortly, but generally speaking, you’re thinking about two things. When do I want my automated communication to go and who do I want to target it towards? Well, in the case of the, when you’re generally thinking about either I want it to go in advance of the event, so prior to the event, or I want it to go post event after the event, and then from there I can narrow down, well, in addition to that, I can target exactly who I want it to go to. So for example, I may wanna target participants in the event to update them on information about the event, or I may wanna target non participants and target people that who have yet to register for the event. So that’s an obvious mark marketing utilization for an automation. So let’s have a a look at how this works. I’ve, as I said, I’ve got three of them here and, and my top one here is delivering a promo code to my platinum level members. So let’s edit this automation and see how it works before we go in and automate it. You can see that I can also copy it. So maybe I wanna make a copy of this and target my gold level members with a different promotion as an example. So that makes it really easy for the starting point for that automation to be an existing one. So let’s go ahead and edit it. Well, you can see there’s the name I gave it and the very first thing that Membee wants to know is who is it targeting with this automation? And in this instant, we’re actually targeting non participants, so people who’ve yet to register for the event. But as I said earlier, I could easily create an automation that targets the participants in this event. Well, once I’ve set a target, then how often do I want the communication delivered? I’ve set this up to be, uh, repeating. I can also do it to just deliver the communication once at a very specific point in time, but I’ve got it repeating and I’m gonna set it to biweekly and then it’s gonna go out every two weeks within this date range. Well, that’s when it’s going well. What is it saying? This is where I can edit the actual template for that communication. Membee’s template capability is very powerful and really popular in this instant. The template that is being used by this automation is unique to this automation. It is not being used by another one or even within another event. So that allows me to really target this communication towards those platinum level members that I want to talk to. Well, how am I getting to those platinum level members? That’s where filters come in. And as you can see, I’ve got a filter set here where I’m filtering status, think membership level, and the value is I want all my platinum people. Well, that has satisfied my needs for this one, but you can drill down much, much further. So I’m gonna add a filter here, and we’re now gonna filter based on a custom field that I created called region. So we’re now gonna target members in both the central and eastern region. We’re gonna go ahead and save that. So now I’ve added to my filters. So not am I only, am I getting my platinum level members, but I’m now targeting platinum level members that must be in the central or eastern region of my membership. So as you can see, that gives you great control over who you target, when you target them, et cetera. And then finally, notifications has automatically added me in here. Membee wants to handle all of the work around this email, handle the delivery, et cetera for you. But it wants to keep you in the loop in terms of what’s going on. So notifications come on Mondays and you’ll get notifications that tell you what went out the previous week and then it will look forward into the upcoming week and let you know if this communication is gonna go. So that’s how easy it is to create an automation, which is a great way to knock another thing off on your list and get it done way in advance of the event and then let Membee handle it from there. Setting up your events so they generate non-dues income for your organization is obviously important. What’s equally important is the ability to report on those revenues. Membee has a standard set of full financial reporting built in to report your revenues for the events, either individually or an aggregate. But when you’re looking at reporting for an individual event, there’s a handy feature here on the advance tab that gives you the ability to override the standard general ledger accounts that Membee uses. This allows you to insert your own GL accounts into the system. So then any of Membee’s financial reports that report by general ledger account will now be using your account numbers, making them much more familiar to what you’re used to working with.

One of the biggest contributors to the success of your event is the ability to tell a compelling story about that event. Here, I’ve got an event that’s pretty much ready to go, so let’s have a look at it online. There’s a lot of detail here, but one of the important aspects of this is the story that I tell about the event itself. My speakers are what the, uh, event attendee can expect when they attend the event. How you pull this together is using Membee’s innovative editor in the actual event itself. Now, I noticed something here in my event as I’m getting it ready to go that Mr. Sumee’s photo is missing. So let’s go into the backend and fix that. So here’s the event. Let’s go ahead and edit it. And that description is found right here on the details tab. So let’s scoot down to it. Here it is, and there’s Jane and there’s Mr. Sumi. So I’m just gonna simply click the mouse here and add his image, the little insert image icon here on the editor’s menu. It allows me to get to my list of images. So let’s select his me’s editor gives you the ability to manipulate the image on the way in. So I’m just gonna eliminate some of this white space around his image. And then I can also control how that image interacts with the actual content around it. So I’m gonna left align it. I’m gonna eliminate the padding on the top. I’m gonna leave it on the right, so it pushes it off the text, and I’m gonna push any potential text below it down a bit as well. And then go ahead and insert it. So there we go. That was easy. I’m gonna save it and let’s go back and see what our changes did online. So here’s the event. There’s Mr. Sumi’s image coming in, uh, perfectly. So that’s a really handy feature, one that you’ll use a lot inside the editor, but that’s not the only features that the editor has. So let’s go back again and edit again. A couple of really handy things in here is the ability to control the formatting of your text as well. So I can use standard, uh, formatting tags to format it. I have complete control over the fonts available to me as well, as well as the font sizes. Um, something else I can do, which is handy, is the ability to color my text. So this takes large blocks of text and make it much more interesting. One thing you can also do is I can highlight something that might be really important in my text and use the highlighter to, uh, accentuate that text. I can build bulleted lists, numbered Lists, indent content. Of course, the ability to include links, which is always really handy. And something that is quite innovative is the ability to organize information using tables inside your description. This allows you to format text in a way, especially where information might be related to each other. Tables are a really handy way to do that, and if I absolutely need to, I can get to the HTML in the editor as well. That’s handy. If you wanted to insert a YouTube script, for example, to embed a video, and as you’ve seen, we already have covered the ability to insert an image. These capabilities allow me to tell the compelling story, but the exact same editor is available when I am listing my items that are there for registration. So if we go back and look at the event online before we edit it and scoot down here, you can see that the registration function gives me the ability to describe the things that they’re registering for. So for example, I built this innovative bundle that combines the pre-conference tour with registering for my event. So this description and all of these capabilities, if we edit it on the backend, have exactly the same capability. So here in event items, if I go into my bundle, I can see I have exactly same editor so I could even insert images for the items that I’m selling. This is handy when you’re doing an event such as a store or something like that, where, um, a visual image of, of the registration item is important. So as you can see, the editor gives you a great way to tell the compelling story about your event. It’s powerful, but it’s also extremely easy to use.

Event items are the powerful core of your events. In this video, we’re going to look at how event items and their price levels bring great features to your online events. We’re here looking at the outward version of our event, and if I scoot down here to the registration section, this is where event items perform their magic. I’ve got a number of items set up here, and those are things that people can purchase at my event and register for, but I accepting registration for conference delegates. I’m doing a bundle that combines a couple things together. I’ve got a pre-conference tour, I’ve got a dinner, I’ve got my trade show here. So those are all event items that people can register for. So let’s go into the back end of this event and let’s have a look at how these items work. So here in the event, I’m just gonna edit it. I’m gonna make a, a really quick change here to the event. We’re gonna be hopping in and outta here as we look at things. So I’m just gonna do a quick rearrange here and I’m gonna move the event items panel to the top of the page. So it’s right up here at the top. So we’re working with it within the event items panel. First of all, within any event, the number of event items you can have is unlimited. I can easily add one by simply hitting the add button right here in the panel. So instead of adding one from scratch and you watching me type, I’m gonna edit one of them. So we can look at the capabilities. So when I edit the item, the information regarding the event item is actually broken up into tabs. And in this video we’re gonna talk about the details tab. And then, uh, in the second half we’ll get into how these price levels work. The purpose of the details tab is really the core information regarding the item itself and how we want the item to behave. So for example, we’re gonna give it a name. I’ve also checked the checkbox that says, display the item in the event. And that means that this item is visible to anybody who sees the event online. There may be times when you may want to create an item that is not visible in the online version of the event. So for example, we have clients that sell sponsorships. They do not want anybody being able to go to the site and buy that sponsorship for this event. So they in essence, take the registration for those sponsorships here in Membee itself. So in that case, they would uncheck this check mark. A conference delegate item is obviously gonna have attendees attached to it. So I’ve checked the check mark that says, track attendees for this item, and it’s one attendee per registration. There are times when you would probably change that number. So for example, if this was my golf tournament event and I had golf foursomes as an item, I would set the number of attendees to four. Similarly, if I was selling a table of 10 for our annual gala, then I would set that to 10. So since I’m tracking attendees, then I’ve got some options dealing with those attendees. In this instance, I’m asking that the attendee be specified. So it’s required. There may be times when you want people to be able to complete the registration, but not actually tell you at that point who the attendee is. But in this case, we want to know at the time of the registration who the attendee is. And you’ll see that I’ve created a couple of custom fields here. These custom fields are gathering information for each of the attendees that is registered for this item. So, for example, every person coming in, we wanna know their T-shirt size because we’re, uh, giving everyone a commemorative t-shirt because this is the 50th anniversary of our conference and we wanna know whether or not they need some assistance and, and require some wheelchair accessibility at the various sessions inside of our event. So if I wanted to add another custom field, I would simply just hit the add another custom field button for any of the custom fields. I can actually manage the values that are here. So in the case of a T-shirt, I’ve set up some sizes, and in here I can even control the display order. So I can literally set the order that the options appear to somebody when they’re making the selection for this custom field. Now it’s time to sort of describe the item. So I could add an image into the description. I’m gonna come back to that in a second, but it’s probably a good practice to add at least a brief description for what the item is. And I’ve got a full blown editor in here. I can add images, et cetera, links. So I can add that right into the description for the item itself. Below it, I’m actually controlling the capacity on this item. Capacity is a powerful concept in Membee. It gives me the ability to control how many registrants I’m taking. So for example, I could set a capacity at the overall event level and I can set it here as well at the item level. So I don’t want all of my capacity being taken up with this item. So I’ve limited it to 300 attendees. I’ve set a slight overbook limit that will allow Membee to basically oversell the event for me. So in other words, I’m kind of accounting for the possibility of no shows. And then I want Membee to start reminding me at 90% that the we’re getting close to the capacity with, with respect to this event. Now I can, as we saw, higher up, we can create custom fields for the attendees when the item is, uh, attendee related, but you can also create custom fields for the item itself. And I’ve got a, a better example here. So back to the list of items. And I’ve got an item here called booth carpet. And if we just go in and edit it, the booth carpet item is related to the sale of our trade show booths. So in the case of selling carpet, I’m not making it attendance related. I am showing an image in the description, as you can see here. And I’ve created a custom field for this event item. I’ve called it carpet color. And if we edit this and manage the values, then you can see I’ve set up all of the, the colors that they can choose from for their trade show carpet. So that gives me the ability to create custom fields basically at two levels within any event, item custom fields for the item itself, as in this case. And as we saw earlier, custom fields for the attendees as well. So if we go back into our conference delegate here, then couple of other things that I’ve got the ability to do is I can designate this item as a charitable item. And if I do that, that’s basically telling Membee that it should prepare to generate a, charitable receipt for this item. It’s used fairly commonly in events, certain items. So for example, we may take a registration for an event, but we may also offer the ability to include an item in the registration that is an optional donation, for example, to our fund or or to our charitable side of our organization. So this would allow me to mark this item, and that’s how Membee knows that it needs to produce a charitable receipt. I’ve also got some tax override capability here that this is fairly rarely used, but there are times when certain items within an event are taxable and others are not. This gives me the ability to do that at the item level. And here’s another editor. This is add additional information to the confirmation email. Well, the confirmation email is a template and you can change it. It’s a, a template that’s unique to each individual event that you do. So any additional information that I include in this is unique only to this event. It’ll only go out to people that are registering for this event. So I’m tacking a little additional information into that, uh, confirmation email so that they know where they can pick up their T-shirt and their goodie bag when they when they register. And then finally at the bottom of the details tab here is this check mark that says this item is related to other items in Membee. We call this a conditional item. So in other words, I wanna have some control over whether or not an item is visible based on whether or not somebody selects this item. So in this case, I’ve got the delegate companion item, which will only be visible to a registrant if they first choose the conference delegate. So let’s go and have a look at at how this works. So let’s go look at the event online, and I’m just gonna go ahead and as you can see, the member price is protected with login. So let’s log in real real quick as a member. So now I can actually go ahead and register for this item. So let’s just register with a quantity of one. And then Membee automatically brings in, you know, fields so I can gather information on the attendee. We’re logged in as Nicola, so that’s why the system automatically filled in her information. There’s the custom fields since we require the T-shirt size, so we get her the right one. There are those choices that we set up. But you’ll notice now because she has selected the conference delegate item that she now has the option to register her companion at the companion pricing here as well. We use exactly the same feature down here on the trade show booth. So if we go ahead and buy a booth at the member price, you can see that we actually get two attendees when we purchase a booth. But now that trade show, uh, booth carpet item comes in and now I can actually add carpet and choose the nice blue carpet for the registration. So that gives you a, I think, a pretty good idea how what people see when they come to your event online all comes about by how you configure the event items within the event. As we’re here looking at the online version of the event, a few moments ago we were discussing the event items such as the conference delegate or the bundle or the trade show. And when we were looking at the items that we could also see that there were various price levels for each of these items. So for example, for conference delegate here I’ve got a member price set up, a non-member price, and even a special price for my top tier of members, my platinum level members. You can also see that these are early bird prices that they expire in the future, and that the member price is protected by login. This is an extremely popular feature. It, uh, is one of the best ways to demonstrate value in the membership, is literally only a member in Good standing is going to be able to gain access to this price point. So there’s a lot of capability and a lot of power inside these price levels. So let’s go and have a look at exactly how they work. So if we go into the event on the back end here, and we’re gonna edit our conference delegate event item, we’re gonna go here to the price levels tab inside the event item. And as you can see, I’ve got five price levels set up for my conference delegate. I’ve got two early bird prices, both a member and a non-member, early bird price. There’s, that’s special pricing for my platinum level members. And then I’ve got a basically an at the door or standard price for both members and non-members that will kick in once the early bird pricing expires. If I felt I needed a sixth price level, then I can simply click the add another price level button. So the number of price levels is unlimited on each of the event items. So let’s look at how these are actually set up. So I’m gonna edit this one. Well, first of all, I can give my price level, a descriptive name. And by default, this price level is visible online. And we did see it there, there are instances where you may want to create a price level for an event item that you do not want visible to somebody viewing the event online. That in essence means that it’s a price level that’s only available to you here inside Membee so that you can do a registration and then utilize that price level. So, but in this instance, I’m, I’m making it visible to everybody. I am putting a bit of a limit on the number of registrations somebody can do at this level. So I just simply don’t want somebody doing more than 10. It just ensures that the ability to access this price level is spread across all my members. Um, display as a checkbox is one that you may use where they simply, there’s not a quantity involved and they simply wanna select this price level, so you just change it to a checkbox. So that’s some stuff around, um, sort of how it will function in terms of the registration. Now, the actual price itself, I’ve got a number of capabilities here. So first of all, this is a really basic price level. It’s a fixed price at 5 95, but I do have some other options here. So for example, I can set it to free in organizations where the cost of the membership itself is substantial. It’s quite often that they will still want Membee to manage their events, take registrations, handle the communication, but they’re never ever gonna charge for those events. So they’ll quickly set up a free price level. And I’ll come back to a couple of those here in a second. But this one’s really basic. It’s a fixed price at 5.95. Now we sort of set how visible this price level is. So first of all, I want it visible to everyone that views my event by default, Membee will make it visible for, uh, from the day you create it until the actual starting point of the event itself. But you can always edit those dates. And I’ve slightly modified, uh, when this price level is visible here by setting a custom date. So that’s when it’s visible. But the next thing we wanna answer is, well, you know, who can actually use it in a registration? So this is how I create members only pricing. So I’ve set it to people who are logged in and only for members, and then I’ve set it with some dates where it can be used in a registration and it’s this available from and available two dates that allow me to configure the early bird pricing aspect of this. So for example, this price level is available during this date range and then that at the door member price that I configured kicks in right after this price level expires. So that’s how you can configure, uh, early bird pricing in advance. You never have to touch your event member will just simply swap out the prices automatically based on, on these dates. And then finally, um, one thing, it kinda, a handy thing, it’s a, it’s a subtle way to, to promote membership is, uh, by checking this and telling the system to display a price comparison. Well, this really happens at checkout. So they’ve completed the registration, they’re now at the checkout, and if it’s a member, we display to them the amount that they’ve saved. And if it’s a non-member, we display to them the amount that they could have saved if they were a member. So in order to do that, Membee just needs us to tell it one thing and that’s what field we want or price level that we want it to compare to. And in this case, I’m comparing it to the non-member early bird price so that my early registering members are comparing to my early registering non-members. So that gives you a sense as to how price levels work. Um, couple of other things here really quickly. Let’s look at one other popular way of pricing of event items. Okay, back to my list. You’ll notice that I’ve got one here called a bundle. It’s grouping together the pre-conference tour as well as registration. So it’s in essence grouping together both this item and this item. So let’s look at how the pricing works for that. So here’s the item and the detail on it. If we go into the price levels here and we edit one of them, as you can see, very, very similar. There’s the combined price. By the way, one of the powerful things about a bundle is in essence you’re basically saying, well, you could register for these separately and it’ll cost you X, but by purchasing the bundle, I can get you a slightly reduced price as a result to doing that. In addition, the member only registers once in this case could be a non-member as well, I guess, but it saves them some registration time and the system will actually take care of the registration for them into both items. So there’s some convenience to a bundle, plus there’s an incentive angle to it by slightly reducing the price. So I’ve told the system that it’s part of a bundle, I’ve set the price, and then as you can see, here’s where the items are. And if I even wanted to add more event items into the bundle, I I could do it right from here. So that’s in essence how the bundling works. Final thing that I think we, we should probably have a look at here is, it ties into how things are are displayed, but let’s talk about the event items themselves here. So first of all, how I am seeing the items In my list here as I manage the event inside Membee is exactly how a site visitor sees the event items online, right? Conference delegate, followed by the bundle, et cetera, right? Just exactly like this. Well, the system makes it really easy to control the order that the items are displayed in. And I know that this bundle is gonna be really popular, so I’d really like it to be at the top of the list. So if I go over to the actions button here, there’s lots of options in here, but I’m gonna go down to this one called display order. And so this brings up the list of the items for me and then to move the bundle, I just simply move it up there and save it. So that’s how easy that is to do. Now we were in the conference delegate event item earlier, and I noticed in the price levels that my early bird and member prices are there, but my platinum members are really important to me. So I want them to get a little higher level of visibility and I want them to see the special pricing I’m offering to them right when they come to the event. So I’m gonna move the platinum price above the early bird pricing, just like that, save it. So now that I’ve made those changes, if we go back over to our event here and just refresh it and scoot down to registration, then you’ll see the system has adjusted things the way we wanted. It’s moved the bundle up to the top, and then within the conference delegate information, it’s moved my platinum pricing, as to the top pricing option for them. So as you can see, by using price levels for each of your event items, you’ve got tremendous capability in terms of arranging not only what people register for, what prices they’re charged for those registrations, and even what custom information you gather during the registration process. And like I said at the beginning, that’s the powerful core of every event you create.

Each of your events has its own story to tell, what’s relevant in one event may not be relevant in the next event. So the ability to change the content that’s displayed and how it’s organized as you go event to event is very important. Let’s see how Membee provides you with unparalleled capability to get this done. So I’m here in Membee and I’m gonna just edit one of our events and go into the backend of the event itself. And here we’re gonna spend some time looking at this layout and display tab. The purpose of this tab is exactly what its name is. This controls the information that’s visible online inside my event, as well as a couple of other factors. So let’s dig into the detail. The first one is visibility. Literally answers the when my event is visible. Typically it’s from the date and time that you create it until the end of your actual event, but there may be times when you wanna change the available from. So for example, I may want to create the event today, but I don’t want it visible on my site for several weeks or months into the future. So I can do that simply by changing the available from date. Think of it that you can create it today and have it visible tomorrow is the idea. Well, by default, your event is gonna be visible on all of Membee’s public lists and its calendars so that people can obviously get to your event. There are times, when you may wanna turn this information off. So for example, you may want people to get to your event only through an email, a link that you send them. So you’d want them to be able to access it on your site through a calendar or through a list of upcoming events. So you may wanna turn that off, but by default it’s on so that it’s visible. The capcha is on by default, we’d want you getting a lot of spam in the registration process. So this ensures that it’s an actual human that’s doing the registration. And then a couple of details around the registration. So for example, I’m allowing 30 minutes here for somebody to examine my event and complete the registration once they start it. And then Membee will display a warning to them 60 seconds in. And of course I can change this to anything. We have one client organization who has a really popular trade show event that sells out within the hour. So he shortens the allotted time to complete the registration down to about 10 or 12 minutes, simply due to the fact that he doesn’t want a trade show booth tied up when somebody else could be purchasing it. So that’s something that you may change on an event by event basis based on the demand for your event. Next, we get into some of the content that’s displayed. Now, before we get into what’s happening here and what all of these check boxes mean, let’s go and have a look at, uh, how the event looks public facing. Now, this looks a little weird, but I’ve zoomed way out on the event so we can kind of see it in its entirety so we can kind of point out what the major sections are here. First of all, the main one is what we typically call the details section, and that’s where I’m describing my speakers and the information that they’re gonna learn at the event, et cetera. I’m talking about the trade show, et cetera. So this is where you put Membee’s powerful editor to work to really tell a compelling story about the event. Right below that is the image gallery. I’m calling it highlights, but it’s an unlimited image gallery. So images are a great way to promote the event. The common technique here is to take images from last year’s version of the event and use them to promote this year’s. So I’ve got my image gallery right here. Then it’s really the kind of the money part of the event if you’d like. It’s the registrations panel. So this is where all of your event items are displayed. All of your special pricing such as member, non-member pricing, early bird pricing, et cetera. It’s the kickoff point for the registration process, and it’s probably the most important part of your event. And then a little skinny part right down here below it is contact info. So if somebody’s got a question or whatever, then in a click, they can reach out to somebody to get a question answered. And then finally, the social sharing section is right here at the bottom. I’ve got Membee displaying this event in a two column layout. So there’s a couple, sections over here in the right hand column. The first one we typically call it where and when, but it’s the integration with the map function so people can get directions to your event facility. It’s got the date, the time of the event, et cetera, and they can even add it to their calendar from here as well. And then below that, the final section here is my sponsor section that I’ve added into the event. Obviously displaying my sponsors that I’ve got laid out here into sponsor levels. So even though it’s really tiny, that gives you a sense as to what those major sections are. So let’s have a look at how we can modify them, and that’s what this section titles and display is for. So that where and when, sort of the address information, et cetera. I’ve got that turned on. I’ve got the details section where that giant description is. That’s obviously turned on as well. One thing I’m doing here, when Membee displays my event on mobile devices, it’s actually collapsing this section up. So it makes it much smaller. The event is much less vertical and anybody looking at your event on their phone can expand the section and read the detail, but it just keeps it from being, uh, super vertical. In addition, I’m doing the same thing with my image gallery here. Here’s where I changed the name to highlights and this as well. I’ve got it, uh, collapsed when somebody looks at it on a mobile device. Now, when it comes to the registration section where your event items are displayed, you’ve got a few more capabilities here. So for example, I’m displaying, uh, if each of the event items has an image and a description, I’m showing that by default I’m showing, uh, when it typically is early bird pricing, when the text that I want to display when that early bird price expires. So I’m simply saying the word expires and I wanna display a column for the price and a quantity because I wanna allow people to maybe register more than one person for my event. Notice that I’m not collapsing this on a mobile device, and the reason is I want them to be able to get to those event items as easily as possible. And then finally, the contact info section, I I’ve labeled it got a question, this too. I’m collapsing on a mobile device and I’m also, here’s my sponsor section and my, social sharing section. So on a section by section basis, you’ve got control over what information is displayed. So you can literally turn them off and on and relabel them as as you see fit. And of course, these settings are only for this particular event, and that’s kind of the point. I do another event, I may want to configure it differently. So that sort of covers the, what we’re saying, how it lays out is handled in this layout section here. So as you can see right now, and as we saw online, I’ve got my event laid out into columns, Membee gives me another option here. I can change it to a one column layout. This is handy, if you have an older site, where the content area is rather narrow. Perhaps you’ve got a sidebar on the left or the right. So this allows you to, to display the content in a single column more vertically. I’m just gonna change mine back to two here. And then when I get below it, some information about how I want it to behave on a mobile device. So I want that content that’s in that right hand column to, uh, come in above the left hand column. So if you think about that, my where and my when and my sponsors more importantly are gonna come above the detail, et cetera. So I’m getting my sponsors higher up on the page and then it literally shows me my sections here. I can control the layout of these. And so for example, any one of these, I can grab it and move it around anywhere. And, so I’m gonna move my sponsors up here. And then the system gets into some information once the, the purchaser at your event is starting the checkout process. So in essence, I get to label all the things they see, all the buttons they see in case I wanna give them some unique naming. So as you can see, this gives me the ability to kind of lay out the event in a manner that makes the most sense for this particular event. But I wanna show you, a common way that, that our users modify this. So we’re gonna go over here just to a webpage. If you’re thinking about a Membee complete subscription, this is one of the most popular features in a Membee complete site. So what I, what we’re looking at here is this is just simply a content page that I’ve created and the purpose of this page is to promote my actual event. So I really wanna kind of tell the story for it here on the webpage. So I’ve got some nice detail here, nice little animation. I’ve got some access points to some content so they can get some detail on the major content section areas that we’re gonna cover at the event. Taking advantage of a few other Membee complete features here, such as there’s numerous ways to display images, but I’m using a carousel here, so that makes it really easy for somebody to come to the site and kind of check out the venue, et cetera, where the event is gonna be nice, tourism video supplied by the host city. So this gives us an opportunity to, promote them and it’s really easy just to drop a, a YouTube video into the content. Now this is a pretty good video and it’s gonna get some people excited. So I’ve placed a register now button right here in the content, and I’m gonna come back to that in a second. But as we scoot down a little more here on the page, I’m gonna let my members do some of the heavy lifting promoting the event. So I’ve got a pretty standard feature called testimonials. It’s a standard feature in Membee complete sites. So I’m letting my members tell the story of, of their experience with the event in the past, little bit more information on the event itself. And then finally at the bottom of the page, another call to action. Now, as you can see on the page here, I’m telling the story here. So it kind of makes some of that information that I’ve got inside the event itself a bit redundant. So let’s go and actually modify the event. So if we come back in here, scroll up to the top, well, the first thing I’m gonna do is I’m actually gonna make the event so that it’s not accessible from calendars and lists. I want people to be able to get to it from that special content page that I created. So as I promote this event in social media and in newsletters, I’m going to use the URL of that page itself because I want them to go there to get the story of the event. They’re still gonna be able to register from there. I’ll show you that in a second. But I don’t want them getting to the event from lists and calendars other elsewhere on my site. So I’m gonna leave that cap turned on because we actually are still gonna want Membee to do the registration, but I’m now gonna actually disable some of this content. I’m gonna leave where and when turned on, that’s one of the most common questions people have. Where is it again? When does it start? But because I’ve got a great page telling the story of the event, I no longer need the event’s description. Similarly, since I’ve got my image gallery embedded in the actual, uh, content page, I’m gonna turn that off as well. I don’t think there would be a time when you’re ever gonna turn the event items off because this is where registration happens. So I’m gonna leave that on. I’m gonna leave the access point to access, uh, ask a question on and to gonna give every opportunity for my sponsors to be promoted. So I’m gonna leave that and the social sharing turned on. So I’m just gonna save those changes. So now I’ve changed those settings here in the backend of Membee. And if we go back over to our page and now finally click the register, register here button, then the system routes us to the event. As you can see, the detail is all disappeared. The image gallery is gone, brings them right directly to the ability to register for the event right here. So this just means that it’s very efficient and it gets them to the thing you want to get them to, which is the actual ability to register. So that’s just one example as to how you may modify an event to a certain circumstance. But as you can see, even as you go event to event, those settings really give you ability to give each event the opportunity to tell their story.

Event items are the working core pieces of your event. They are pretty much what generates your revenue and also what attendees are going to be registering for. There is a ton to unpack here, so we’re going to dive right in. Before I do that, we do recommend that you look at the event items video on what you sell and what people register for. The reason why is because there are just a ton of foundational pieces there that kind of tie into what we’re going to talk about in our video today. So it would be good practice to review that.

As for what we’re going to cover in this video, we’re going to look at a quick glance at the performance of your event through our event items panel. We’ll also look at how you can expand an event item to give you a performance breakdown but also an overview of the settings and then how you can complete certain tasks or actions such as adding a new price level or communicating to those who registered or are attending with that event item.

To start you off, we’re going to look at the public-facing event here. So this is what an event could look like on your website. There is a registration section here and this pretty much makes it very clear what people who visit your site can register for. There’s a ton of capabilities that are built into here and a lot that you can control, but let’s go ahead and take a look at that inside of Membee.

So this is my event page here. This is where I’m going to be managing my event details and seeing the full performance. But if I go to the event item section, this is where I can control where my event items are. You can see the performance of each event item. So these are my list of my event items, the performance, necessarily, of how many are registered. If you have a set quantity for how many are available, there is a percentage amount for how many registrations there are at this current moment. If there are different price levels underneath that specific item, that will also be listed here. If an item is bundled, it will also be notified here. So you can see that this item is a bundle; it’s a combination of multiple amounts of these items into one, singular one. And then there is a column for conditional items to indicate if any of these items will only appear if a different item is selected. For example, if you take your trade booth item, there is a condition for this booth carpet where it only appears unless this trade booth item is selected.

We’re just going to go ahead and expand one of these items here, and you’ll be able to see a series of information. You’re going to be able to see the description of the item just so that you can know what’s going to be displayed. You can also customize that description. You’ll also be able to see the capacity and overbooked amount. Capacity is just the total quantity available that you want to sell. And then the overbooked is pretty much just if you want to account for any cancellations, any no-shows, anything like that, you can overbook yourself a certain amount. So then you can actually have some extra registrations. In this case, I want an additional 10 just to cover for those cancellations and no-shows, so I’ve set that overbooked amount to 310.

The attendance-related setting here means that you require or you allow the event item to capture attendee information, so you need to kind of know and attach a person to the registration. And then the attendance required means that it is a required field. If it was set to no, it would mean that it’s optional, and they could skip it, and then they don’t have to fill in who’s actually showing up for their attendance to this event.

There are the price levels listed underneath there. So in this one, there are multiple price levels for technically the same item, which is the conference delegate event item. Now you’ll be able to see some settings here, but if I expand it, I can take it a step further. The price level configurations can just be seen at a glance here. So if I expand this member early bird pricing, I can see a few things such as if it’s displayed in the list of price levels online. There are times where you might want to hide it because you just want to make it available internally. It could be something like a complimentary event item or price level, and you just want to have it so that your staff can use it, but online it cannot be seen.

There is also the login required to view that just means that the event item can or cannot be seen if someone is logged in. If it’s set to no, then everybody can see it. But how you can control if someone can actually purchase it is this login required to register setting. Once that’s set to yes, that just means that although the item is technically visible to everyone, only those who are logged in or members, or whichever criteria can be able to actually purchase and register for that item. The member/non-member comparison here is an opportunity for you to visually see that when you’re checking out, they can see a comparison whether or not they’ve saved amounts, or they could save a dollar amount if they were a member.

We also have that capacity and overbooked amount. You could take that a step further within your price levels. So if you have certain things like a course or a workshop and there’s a limited amount of seats, you could also set the capacity here, not only on the event item but also further into the price level. The maximum quantity allowed in a registration indicates how many you allow. In terms of anyone who’s registering online, what is the maximum quantity they can select? So if the maximum per registration session is 10, that’s the amount that they can go as high as possible, 10 at a time really.

And then also visible and available dates. So you can see in this case this is an early bird price. I can see that this is starting on a specific date and ending on a specific date and time. So these early bird prices won’t be visible or available for purchase after this date has passed. Now, how this whole area can be used when you expand it is, let’s say I expand this and I look and go, “My early bird price doesn’t have the right end date and time. I need to edit that.” I can always click actions and then edit that price level so then I can go ahead and change that date and time of my early bird price.

That actually brings me to this price level or the actions button here. So again, you can edit the price levels on the fly. You can also edit the display order. So if I edit the display order here, I click it and open up this whole view and let’s say I want to move my platinum price to the top ’cause that’s what I want to promote first. Once I click save, that automatically moves it. So I can see here it’s reflective. The platinum level member price is at the very top.

Other things you can do in the actions is copy the price level. This creates a carbon copy of it so that you can kind of start with a good foundation and then alter it a little bit. It’s very handy if you’re adding more and more price levels instead of starting from scratch, you can start with this foundation and just make some minor adjustments. You can also delete a price level, which is really handy if you do copy a full event and there are certain price levels you just don’t need anymore. You can just remove them. They’re not relevant to you. That’s not an issue. Now something to note: if you do have registrations already for one of these price levels, the best practice is to never delete them. The reason why is because you want to keep all of that data. So for example, my early bird price, I have four registrations. I do not want to delete this because there are already existing registrations.

Now that is for the price level itself. There are also actions for the event items too. So if I open up the event item here, I can see my actions button, and I can do a few things. So I can edit an event item with a click. I can make a quick change to any of the settings, maybe add more details to the event item description, anything that you want to do. You can click it right here. The email attendee option and the email registrants option here will only email those who registered or are attending this specific event item.

For example, let’s say Hannah over here completes the registration, but the people who are attending are Bob and Jane. They are the attendees. Well, if I want to communicate with Bob and Jane, who are the attendees, I can click this email attendee option, and then I’ll email everyone who is attending for this event item. If I wanted to communicate to people who are the purchaser, like Hannah, then I could email registrants here, and that I’ll email everyone who purchased this particular event item. The same idea with the print attendees and print registrations option here. If I wanted to print the attendee list to know who’s showing up at the door, perfect, I can then click print attendees, and you’re going to see people like Bob and Jane. Whereas my print registrants is just an overview of everyone who purchased it. So people like Hannah would be in this print registrant report that we provide. And that also is a way to kind of pull some revenues, particularly for this event item.

The next thing is the display order. So in the display order, it gives you full control of how the order events are and that also reflects on what is seen on your website publicly. When you view the event page online, let’s say I wanted to move my conference delegate all the way to the very top. I can do that with a click and drag, and then I save that, and my list now is also updated in this event items panel.

Other actions can also include copying the event items. So same idea where you might just copy an event item, make some adjustments there. If you’re adding more and more event items, start with that good foundation and then just make some minor adjustments. You can also add another price level within the event item. So if I wanted to add a price level for maybe my silver level members or my gold level members, I can do that on a click in a fly and then be able to add that price level in all of those settings. And then lastly, a really handy tool is to delete event items too. So if you copy an entire event and this event item is no longer relevant, it’s not something that you need, you can simply delete that event item. Now keep in mind again, if you do have registrations at all for the event item, regardless of what price level is purchased, as long as the event item has registrations, best practice is to not delete the event item just so that you can maintain all of the data.

There is a setting to also add an event item in this event items panel. However, there is a ton of capability built into here, so if you haven’t watched the video, “Event Items, What You Sell, and What People Register For,” definitely watch that video, and that will guide you through how you can add an event, event item, and all those event item settings. If you have any questions as you go through our videos here, definitely reach out, and we’ll be happy to help.

Communicating with your event registrants or attendees is an important piece of keeping your event engaging. Not only that, but the ability to communicate with anyone who has not even registered for your event is a great way to improve the event’s overall performance. Event automations take care of this email communication and do it all automatically. In this video, what we’re going to cover is communicating automatically with an audience before an event and also after the event has ended, and then adding event automations and what configurations you can use when setting that up.

Here, we’re looking at an event page, and when viewing an event, it is located right here down in the event automations panel. Now, when would you use this? The main reason is to really just save you time. So instead of manually gathering lists to email them, you can actually automatically send these email communications and to these particular groups of people within your event. For example, you might have a promo code like this one that’s exclusive to platinum-level members. It will send a biweekly email to non-participants to encourage their participation. It’s set up once, but it does all the work for you, so you will just stay notified and you don’t have to do anything else.

There is an option to send an email only once as well, where you would set up the date and time of when this email should be sent out. So, for example, this second example here, a survey is sent out to all participants a day after the event is done. So on November 1st here, whatever survey program you’ll use, Membee can share that link. So you can actually mark people who have actually attended using the manage attendance feature that is covered within our registration panel video. But, using that specific feature, you can mark people who have attended and then send off this post-conference attendee survey to those who did attend, and then they can fill out that survey, ’cause you obviously want people who did actually show up to your event, not those who registered and did not actually attend. That will also automatically email them too on this date and timestamp.

So as another example, let’s go ahead and create one. I can do that by clicking add automation here, and here I can then choose… let’s say I’m trying to set up an automation to thank platinum members and offer them something special. So let’s just go ahead and choose a post-event, and I’m going to name it “Thank you for coming for platinum members” so I can identify it and click continue. From here, I can set a few things. So, target… who am I trying to target? It’s the people who are participants of this event and then a date and timestamp. So let’s say I want it… I can use my keyboard to set this all up, but let’s say I want to set it for November 1st, 2025, at 8:00 AM. Send out first thing in the morning, that’s my date and timestamp. Then I can edit or preview the email template that’s used.

When I click edit or preview template, it’s actually customizing the message that’s unique for this particular automation. Each time you create a new event automation, a new email template is set up. This allows you to just make it very specific so the email you’re communicating and the messaging you’re using is only applied to this particular automation and this group. Keeping it unique makes it more personalized, so then it’s unique to that particular situation. From that point, I can then select my settings here to send to people who are an attendee and then add a filter. So if I click add a filter, I can then choose my platinum members. I’m looking for the filter of status. So if I set that up and the value I’m looking for is platinum, I can use this dropdown to select it or I can just type, and then I can choose my respective value.

Once I’m happy with that, I click save, and then I can see the results down here. There is my “Thank you for coming, platinum level members” automation that I just set up. Now if I just go ahead and expand an automation here, this allows me to see a quick summary of the automation settings. So I’m able to see the start and end date. If it is an automation that’s a one-time send, you can see that date and timestamp. If it’s an automation like this where it’s happening on a specific frequency, there is a start and end date as you see here. But if it’s just a single one… if I just close this again, if it’s just a single date and timestamp, you’ll see that right then and there.

The automation will also send an email to people who are and who are not attended or registered. So you can actually determine that setting here, and then also know who is the one receiving notifications so you know what’s going on, and then who created this particular automation. So in the case you might need to follow up with another team member or user about this specific communication and automation, you can follow up with that respective person who created this. Any other filter criteria, such as this here… in this case, I had my status is platinum, so that’s my particular filter, and that actually displays here so I can get a quick glance to see what this configuration is. Now if I want to make any changes from there, I can click actions, and I can do a few things. I can edit the automation, so I can make some of my changes like I just did to add an automation. Those same exact settings are there.

I can also copy it if I want to build more emails using this kind of as a template or a little bit of a cookie cutter, and then make some revisions to then communicate with a different audience, that is possible. And then also delete an automation. So if I don’t need an automation anymore, I could delete it. For the ones that are ongoing automations that send kind of on a frequent basis, like my promo code to platinum-level members here where it sends on a biweekly basis, those ones will already know the particular end date because you would set that up. So once that end date passes, maybe you won’t send any more automations or emails out to them, so you don’t need to consciously delete the template after it’s kind of met its end date. But if you just want to clean it up a little bit, you can always delete automations and take care of that.

So that’s how you can manage the automation section here in the panel. Do a lot of communication with your current attendees, your post-events, or pre-event communication and just make it completely streamlined and easy for you to do to save time. If you do have any questions, definitely reach out, and we’ll be happy to help.

While it is ideal for members to register online, there are times when you would need to process an event registration manually, whether that visitor is a member or a non-member. Membee makes this as painless as possible with a logical and easy-to-follow workflow that will pretty much get you a registration done, or a batch of registrations, all at once. What we’re going to cover in this video is how the registration form makes short work of creating registrations manually. We’ll also look at the time-saving features within the form that will take care of payments and communications, and then we’ll also look at how the form is designed to handle a stack of registrations if you need to process them in a batch.

To start off, we’re on the front-facing event page here, which would be on your site. We always recommend that your members come to this page and be able to register on their own. The reason why is a few things. The goal is to really save you time from having to do things manually. Imagine you got like 500 registrants—you don’t want all 500 of them contacting you. You want them, in the majority, to be able to do it on their own. Another benefit is that the member has control over what they have when they’re consciously registering for it. It makes a mental feeling where they can see, “Okay, I’m getting these member benefits, I’m registering for these, I know I need to show up.” And then they can also control what they’re purchasing for and how they’re paying. They don’t have to give you their credit card information, so it keeps it very secured.

That said, there are instances where you would need to register the member or non-member manually, which are all very legitimate reasons. Things such as the member gives you a call ’cause they’re having some trouble doing it online, they’re just not well-versed. That’s okay, you can help them with that. You could allow walk-ups to your event as well, that’s a legitimate reason. And then something else where maybe you sell items in your event that you don’t want to be public, things like an exclusive sponsorship. You may have contacted a potential sponsor, and if they are interested in proceeding, they might reach back, and then from that point, you would create that registration for them versus having that exclusive sponsorship available publicly.

So in those kinds of scenarios, you would open up Membee where then you can add a registration right from the system. In the backend here, I’m just going to open up my event, and I have the ability to add a registration at the very top of my event page here or in this registration panel. You’ll be able to click add a registration. Those two buttons are readily available for you, so you can always click them in either case. So if I go ahead and click that, this will open up the registration form. Now before we get into it, manual work is just never fun. No one ever wants to do it. It’s better when it’s all automated and the members are doing it on their own. But this here is designed to minimize the efforts when you are processing either one registration or multiple registrations. This process will allow you to reuse common settings for all registrants. It allows accurate information for participation, so you can control the data that’s being entered. Billing is also taken care of, making sure your event revenue is accurate, and then there is an easy way to deliver the invoicing or anything for the registrant to be able to pay you.

So that being said, let’s see how it works. Let’s say, for an example, a member called you and they want to have a registration for two of your items in your conference. To start off, the first thing you’re going to see is a registration date. If you want to post-date it, or if the registration should have happened a week before or some date in the past, you can control this. That way it also ensures that your reports are accurate. Now, the event information is already auto-filled. The registrant details, this is where I can go ahead and start selecting who it is. So let’s say I want the ‘Bank my organization’, and you can select it to be any organization or individual. Membee doesn’t care at all. So in this example, it’s whoever is making the purchase of the registration. So I’m going to choose this first bank organization here. And then the billing contact. As you can see here, it auto-fills because Eileen here is actually the event’s main contact within the company record itself. So she’s auto-filled in there. This item section is a workhorse. It’s identical to what visitors will see on your event online, but it’s an easy way to see all the items that are available, and you can go down the list and just choose the quantities of the one that they want to purchase. You have the ability to also adjust the price if you’d like to offer a discounted or a higher rate. Most commonly sometimes is that people will offer a higher rate if they’re doing it manually to account for some administrative costs to upkeep it from that point. But in either case, in my situation or in my example, if let’s say the First Bank wants to register for conference delegates, we’re still in that early bird priced range. So I’m going to go ahead and select two for the early bird. But of course all the items are available for you to see so you can select any of them, even if they are outside of the visible or available date range online. So you have a kind of master access to all the items.

Go ahead and select two. You’ll be able to see now, because this item tracks attendees, I can see my first attendee here. By default, there is a setting in here that allows you to change if the default is the event purchaser or it could be empty. In this case, the setting has it where Eileen, who is the main contact, the purchaser is being auto-filled. But I can always click this dropdown. If I just remove the text here, I can always click the dropdown to then see any other contacts within the company. So in this case, let’s say I choose Kimberly Burling, that’s the one that’s attending, her T-shirt size we’ll choose medium, and wheelchair accessibility, no. And then onto the second attendee. So listed right below that, if I want to click from the dropdown, I can, or I can start typing. So let’s say I want it to be Jim Jones, and I can choose the one that’s connected to First Bank. Change the size to a large for Jim and wheelchair accessibility is a no. So you can also type in these custom fields to be able to select the appropriate ones.

Now as this conference delegate that I’ve chosen, it offers a conditional item. It will appear right underneath that specific item. By the purchase of a conference delegate, I now have the option to select a conditional item of the companion registration. Companion registration’s offered at a lower rate. So I can have the option to add that on if I want to. But I’m just going to skip that, and if there are any other regular items that I just want to add on to this purchase they want to register for, go down this list for every single item and then select the quantity. And then obviously if the attendee or custom fields are applicable, then those will appear for the respective items.

Now on the financial details section, so depending on the financial situation, you can customize these settings here. For example, if you do not have a payment on hand, you can click to choose post the invoice, which is by default, and you can skip the payment type and click process. That will allow the system to create that invoice automatically and then email it off to the billing contact. In this case, Eileen, that option to automatically email it is handled through this send email, email if balance owing. So that will take care of that for you. And then another example is if Eileen gave you a call and she provided the credit card information, you have it written down, you’re ready to go. I can come into here and click the payment type of charge to credit card. That would then allow me to, when I click proceed, to then be able to enter in the card information because Membee will prompt that window to appear. And then the amount that you see here is listed automatically. It’s the full amount of the purchase and registration. So I don’t have to worry about that unless I want to enter in a custom amount. But it will do the full amount automatically. And then the promo code option, if there is a promotion that you are offering and there is a code that you can enter, enter it right into here and apply it, and it will automatically change the pricing right on the fly. So that’s also taken care of.

The registration summary here, it totals up the amount of what has purchased, and it will also calculate the tax automatically if the items are set up to calculate the tax amount. And then the send confirmation email is enabled automatically. This allows a confirmation email to be just sent out of the registration to let them know that it was completed. It’s the same email that you or the visitor would pretty much get when they register online. You have the ability to also print invoice. So if you do not have payment on hand and they’ve specifically requested for an invoice to be mailed to them, you can definitely just print that invoice off. It’ll display the actual PDF that you can just click print and then be able to put that right in the mail and email and mail it off. And then again, that send email if balance is owing if you don’t have payment applied and an invoice is going to get created, it will automatically send an email to the registrant.

Alright, so I’m good with this registration, I’m happy with it. If I click process, it’s going to display the credit card form. It will offer the option for me to store the card. So depending on your payment gateway, if it has the ability to support Membee’s card vault feature, it can store a card here. So whether that’s store card for automated for easier checkout in the future, store a card for automated renewal, so it’ll process it automatically, and then not store my card. So if I just go ahead and click do not store my card, it won’t do that. And let’s go ahead and enter the credit card information and click process.

Once that’s processed, the payment’s done, you’ll actually notice a confirmation popup window that will appear. This modal will confirm it and also show the payment reference code. So we’re all good to go with Eileen or First Bank’s registration. Now you’ll notice that I haven’t left this registration window. It’s still there. The reason why is because even though it’s here, it now shows a total of $0. It pretty much wiped out everything that I just did. That just goes to show that if you have a ton of registrations to process, you can stay on here and just go through all of them. So you don’t have to be clicking too many times to reopen this registration page. It will actually retain your settings. For example, you know, posting or sending a confirmation email, posting that invoice or printing off the invoice. It will retain all of that, so it’ll just allow you for a quick, easy workflow to continue with all the different registrations.

Now if I close this window, I’m now able to see that if I have a registration amount here, I can then refresh this page, which then should show my First Bank. I have a registration done today, and this is their registration. If I go to the attendees as well, I’ll be able to search up, for example, Kimberly. She’s there now, she’s my attendee. So I’m able to see that they are registered, they’re included in here, and they will display as of here as well in that bold list.

So all of that to say, there are definitely times where you do have to process the event registration manually. As you can see, the process takes you through a whole workflow. So it’s easy to do, and it makes it as painless as possible. Hopefully that’s handy to use. If you have any questions at any point, definitely reach out, and we’ll be happy to help.