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REFERENCE GUIDE Buz ERS

Buz ERS

BuzERS
Buz ERS is a full function online event registration system that allows site visitors to easily sign up for events at your facility.  The easy to setup administrative area of the ERS lets you efficiently capture all of the information that you need from your registrants. This system completely removes the need for paper registration forms for your events, which cuts down on administration work and greatly improves the organization of your records at the same time.

Navigate your way through this section of the Reference Guide using the tree view on the left hand side.


Note: If you are new to this program, it is highly recommended to begin by creating all of the settings for your Event Registration Defaults. For help doing this, see Buz ERS > Help, or to try to do it without following the steps in help, see Buz ERS > Admin. For the sake of this training guide, we will use the settings as inputted in the BuzDEMO site as our guidelines.


Basic Navigation

On all pages throughout the ERS there is a basic search bar just beneath the browser toolbar:

This bar provides you with the two options of Creating a New Event, and the Search tool. We will look at both items, as well as the three ways to list an event for registration below.


Create New Event: To create a new event, click on "Create New Event". You will be brought to the following menu:

Note: It is highly recommended to save each section of the event as you complete them, so that you will not lose information if your session times out.

This default settings are customizable. For more information on settings your default values, see Buz ERS > Administration and its associated pages in the Reference Guide.

General Menu: This is the default menu when you open the Create New Event page.

General Event Settings: Use this section of the menu to set the basic elements of the event. This information is also discussed in Buz ERS > Administration > Default Values in the Reference Guide.

Event Name: Enter the desired name for the event. This is the name that will be listed on Calendars.

Description: Enter a short description of what the event will be.

Type: Select the Type of event. For more information on Event Types, see Buz ERS > Administration > Event Types in the Reference Guide.

Status: Select the Status of the event. For more information on Event Statuses, see Buz ERS > Administration > Event Status in the Reference Guide.

Venue: Select the venue of the event. For more information on Event Venues, see Buz ERS > Administration > Event Venue in the Reference Guide.

Show on Calendar: Select the Calendar that you would like this event to be displayed on.

Default Account: Select the Account that this event will be associated with. For more information Accounts Settings, see Buz ERS > Administration > Accounts Settings in the Reference  Guide.

Auto Confirm Registrations: Select this check box if you would like Registrations to be Confirmed automatically at the time of registration. If you do not select this, it means that you are picking and choosing who is able to attend, as you will need to manually confirm all registrants.

Allow Waiting List: Select this check box if you would like to allow for a Waiting List when your event is full. This will allow registrants to continue to register even after the Venue is marked as full, in case a registrant cancels their registration in the future. For more information on Full events, see Buz ERS > Administration > Event Venues and under "Attendees" in Buz ERS > Administration > Default Values in the Reference Guide

Dates: Use this section of the menu to set the relevant dates associated with the event.

Start Date: Select the date and time that the event begins. You can either enter the date manually in mm/dd/yyyy format, or click on the small Calendar to the right of the text box and select the date from the pop-up calendar. Use the time space to indicate what time the event begins. If this is an all day event, leave this time section marked as "none".

End Date: Select the date and time that the event begins. You can either enter the date manually in mm/dd/yyyy format, or click on the small Calendar to the right of the text box and select the date from the pop-up calendar. Use the tie space to indicate what time the event finishes. If this is an all day event, leave this time section marked as "none". If the event spans multiple days, place the end time of the last date.

Start Booking: Select the date that you will begin accepting registrations for this event. If there is a specific time for the beginning of registrations, enter the time in the provided space.

End Booking: Select the date that you will stop accepting registrations for this event. 

Early Bird Date: If you wish, you can select a date before which registrants will receive a special "Early Bird" price. You can determine the value of this price later in the creation process.

Cancel By Date: If you wish, you can select a date after which registrants will be penalized for late registry. You can determine the value of this penalty later in the creation process.

Auto Reminder Dates: Use this section to set the dates for the sending of auto-reminders. For more information on auto-reminders see Buz ERS > Administration > General Settings in the Reference Guide.

First Reminder: If you wish to send the first reminder, enter the date and they will auto-send on that date.

Second Reminder: If you wish to send the second reminder, enter the date and they will auto-send on that date.

Third Reminder: If you wish to send the third reminder, enter the date and they will auto-send on that date.

When you have completed entering the necessary information, click on "Save Event" before continuing to the next section.

Attendees: This menu allows you to set the information for Attendees. 

Note: An attendee is a person who is attending the event, a registrant is the person filling out the registration form, a member is a person who holds a membership account with your company/club, and a guest is a person who is invited by a member but does not hold a membership.

Item: This lists the names of the parameters being entered; It informs you of what information will be required in the Value field.

Value: This is the number, you will be entering this yourself. 

Visible to Registrants: Select this check box to allow registrants to view this value during registration. 

Maximum attendees: Determine the amount of people able to attend the event (members + guests). All registrants above this number will be placed on a wait list, if you allow for a wait list on the above menu. The "add" button on the registration form will disappear once this number is reached.

If you would like your registrants to know how many people are able to register for an event, select "visible to registrants" to make this value appear on the registration form.

Minimum attendees per registration: Determine the minimum number of attendees that must be included on each registration for the registration to be complete. 

If you would like your registrants to know the minimum number of attendees necessary on each registration form, select "visible to registrants" to make this value appear on the registration form.

Maximum attendees per registration: Determine the maximum number of attendees that can be included on each registration. The "add" button on the registration form will disappear once this number is reached.

If you would like your registrants to know the maximum number of attendees that they are able to register for select "visible to registrants" to make this value appear on the registration form.

Maximum guests per registration: Determine the maximum number of guests who can be on each registration form. Having this number the same as the max. attendees per registration allows members to register without a member. If you require a member for every two guests you would set this number lower than the maximum attendees per registration number. The "add" button on the registration form will disappear once this number is reached.

If you would like your registrants to know the maximum number of guests that they can have on their registration, select "visible to registrants" to make this value appear on the registration form.

Remaining Available Space: This will calculate automatically as the number of attendees increases towards the maximum number of attendees.

If you would like your registrants to know the number of remaining spaces for the event select "visible to registrants" to make this value appear on the registration form.

Number of Registered Attendees: This will calculate automatically as each registration form is entered into the ERS.

If you would like your registrants to know how many people are currently registered to attend the event, select "visible to registrants" to make this value appear on the registration form.

When you have completed entering the necessary information, click on "Save Event" before continuing to the next section.

Restrictions: This menu allows you to set the restrictions for the event.

Who can access registration: This determines who is able to be a registrant for any event. If the registration for the event is placed in a public section of your website, but Members Only is selected, a sign-in will be required before registering for the event. 

All: This allows for Members and Non-Members to access the registration form.

Members Only: This allows only Members to access the registration form. Members will have to be signed in to fill out the form.

Public Only: This allows only Non-Members to access the registration form.

Allow Registering other Members: Checking this will allow registrants to register other members to attend the event; this means that you do not need a new registration form for every member who wishes to attend. 

Require Current User to Register: This requires the person filling out the form to also register for the event, so a member can not only register a non-member to attend the event, they must also register to attend. This would also apply if the event is for youth and a parent is filling out the registration, ie. does the parent have to register for them to sign their child up for the event.

Allow Access to these Classifications: By selecting the checkboxes associated with each classification you can allow either access or attendance to these events under that particular classification. This will determine who can register or attend based on your specific member classifications.

Access: This allows people to view the event and register people, without attending themselves. This is useful in the instance of a parent registering a a child for a youth event, the parent is not a youth and so is not permitted to attend the event, but they should be permitted to register their child.

Attend: This allows people to view the event, register other people and register themselves.

Restrict Gender: Select one of these radio buttons to restrict registration based on gender. 

All: Allow both genders to register

Male: Allow only men to register

Female: Allow only women to register

When you have completed entering the necessary information, click on "Save Event" before continuing to the next section.

Costs: This section allows you to specify the costs within each type; this allows you to vary the price of registration for the event based on a number of different factors such as age, membership and date of registration.

Registrant: This is a list of the Cost Types. You are able to create cost types in order to vary the cost for different types of registrants. For more information on Cost Types see Buz ERS > Administration > Cost Types in the Reference Guide.

Enable: Click on this check box to determine that this will be a Cost option. If you wish all registrants to pay the same amount, select "All" to set the price.

Regular: Enter the Regular price of admission for this event.

Early Bird: Enter the reduced entry for those who register before the Early Bird date, as determined in the General menu. Leave this space empty if you do not wish to have an Early Bird rate.

Late: Enter the higher penalty cost for those who register after the Late date. Leave this space empty if you do not wish to have a Late fee.

Cancel Fee: Enter the higher penalty cost for those who cancel after the Cancel By date, as determined in the General menu. Leave this space empty if you do not wish to have a late Cancellation cost.

At Door: Enter the rate for entry on the day of. Leave this space empty if this is a registered only event.

The taxes menu allows you to apply a designated tax to a registration fee. Select the check box to add the tax automatically to all registration fee calculations. For more information on taxes, see Buz ERS > Administration > Taxes in the Reference Guide.

The payment options menu allows you to detemine which modes of payment will be accepted for this event registration. For more information on Payment Options, see Buz ERS > Administration > Payment Options in the Reference Guide.

Note: If you do not select either of these payment options the charge will be placed on the member's account.

When you have completed entering the necessary information, click on "Save Event" before continuing to the next section.

Attendee Options: This menu allows you to select the information that you will require from the different kinds of attendees (those coming to the event); this tool allows you to determine what you want to know about the people coming to the event.

Field Name: This is the name of the Form Option. These will/will not be requested on the form as you so choose. Your choices regarding the Field Name options are listed below.

On/Off: By checking this box you place the associated Field Name option on registration forms. 

Required: By checking this box you make the associated Field Name option a required field on registration forms. 

Member: Checking this box will add the request for this information to registration forms for every attendee who is a member.

Non-Member: Checking this box will add the request for this information to registration forms for every attendee who is a non-member, even if they are not the registrant. This allows you to request more information from non-members, if you wish.

If you need to tailor this section more to your specific needs, you can add more form options using the Custom Fields section. For more information on Custom Fields see Buz ERS > Administration > Custom Fields in the Reference Guide.

When you have completed entering the necessary information, click on "Save Event" before continuing to the next section.

Registrant Options: This menu allows you to select the information that you will require from registrants (those filling out the registration form). 

Field Name: This is the name of the Form Option. These will/will not be requested on the form as you so choose. Your choice options regarding the Field Name options are listed below. 

Show: By checking this box you place the associated Field Name option on registration forms. This information will be requested from the Registrant. Some of these options are considered to be "basic information requirements" and can not be unchecked.

Required: By checking this box you make the associated Field Name option a required field for the registrant on registration forms. Some of these options are considered to be "basic information requirements" and can not be unchecked.

When you have completed entering the necessary information, click on "Save Event" before continuing to the next section.

Note: Once your event is created you, as an admin, will be able to register other people manually. This is useful if people wish to call in their registrations etc. All admins will be able to register on someone else's behalf.


Listing Events for Registration: There are three ways to post an event on your website so that it is available for registrations:

Note: All of the below require the Event Registration for the event to be created.

1- The simplest way to allow registrations to an event is to choose which Calendar you would like the Event to show on, during the ERS Event Creation process. See "Show on Calendar" above to view when that option is presented.

This option will post the Event immediately, but does not allow for advertisement or marketing; the Calendar entry leads straight to the registration form, not allowing for any images or other content to promote the event.

2- Another way to post the event for registration is through the creation of an event using the standard website. The option to link the new event to a registration is included below the text box provided to enter the event description. Select the radio button for "Registration Forms" and select the relevant Event Registration Form. For more details on event creation see Buz CMS > Web Page Management > Events in the Reference Guide.

This option allows you to market the event. You have space to add images and text that will encourage members and visitors to sign up for the event.  This will allow you to create a page dedicated to this event with a "sign-up" link that will allow users to be redirected to the event registration form.

3- The third way to post events for registration is through the Event Registration Listings page. This page will list all of the Events that are currently within your ERS and available for registration.

For more information on creating an Event Registration Listing see Buz CMS > Page Types > Event Registration Page Types > Event Registration Listings in the Reference Guide.


Search: By clicking on "Search" you will be directed to the following "advanced search" menu:

Keyword Search: Allows you search for all events with a specific keyword or keywords in them. 
Note: this searches the body of the card, not the subject.

Subject: Allows you to search for events with a particular word in the subject.

Dates: Allows you to search for all events created within a certain time frame. Either enter the date manually in the mm/dd/yyyy form, or click on "Select" to open a small calender and choose the date(s). 

Status: Allows you to search for all events filed with a certain status. Eg: all pending cards. Click as many boxes as you wish.

Priority: Allows you to search for events by priority. Select as many options as you wish.

Type: Allows you to search for events by type. Select as many options as you wish,

Note: You can search for any combination of the above options. 

Once you have completed entering your search parameters, click on the "Perform Search" button on the right of the menu. Your search results will appear just below this menu.

Information on the Search tool can also be found under Bus ERS > Events in the Reference Guide