Event Setup
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Overview of Event Setup
Setting up an event requires a basic understanding of HTML language, if you are wanting to add different colors and other features. If you are not familiar with HTML, you can find a good set of tutorials here. You can also find a list of basic HTML commands here. You can also contact DDI Client Support for assistance. The fastest way to get an event configured in this system is to copy from an existing event, if possible. It will save you considerable time in formatting the various features of event registration.
DDI assistance will be required for setting up the graphics for the event, as they must be stored in the appropriate folder on our server. When you are ready to do so, contact DDI Client Support for assistance in getting the graphics saved to the appropriate location.
The Event Setup screen is only available via the DDI.org website. IMPORTANT NOTE: The password used to access this website is NOT your Citrix password.
- Open your internet browser
- Go to www.ddi.org
- Click the Client Login link:
- Locate the DDI Login link and click it:
- Enter your user ID and password on this screen when it appears:
On the left side of your screen, you will see a list of links. What you see will depend entirely on the security you've been granted access to. Look for the link that reads Event Registration:
You will now see the following menu on the left side of your screen:
Under the Setup item, click Events:
You will see this screen:
The following fields are available on this screen:
| Field | Description |
|---|---|
| Event Number | If you are setting up a brand new event, type the event number that you wish to assign. If you copied an event using the Copy Event function, you can click List to display a list of events, or type the event number and click Find to have the system populate the screen |
| Event URL | The URL is automatically assigned once the event is saved |
| Year | Enter the fiscal year that the event begins in |
| Organization No | Enter your organization number. If you are not sure what it is, log in to DDI Connect. Look at the lower left corner of the screen - it will display your org number:
|
| Start Date | Enter the date that the event should be "live" and able to accept registrations |
| End Date | Enter the last date that the event should be active |
| Event Active? | Click Yes if the Event is active, No if it is still in setup phase |
| Early Registration Date | If your organization is offering a discount for early registration, enter the last day that a registration is considered early registration. Registrations submitted after this date will not qualify for a discount |
| Final Web Date | Enter the last date that web registrations will be accepted. Registrations can still be processed after this date, but they must be done manually via the Event Registration Entry screen within DDI Connect |
| Organization PIN No | Informational use only, and only referenced on this page |
| Event Name | Enter the name of your event |
| Description | Enter a description of the event |
| City | City where the event will be held |
| State/Province | State (or Province) where the event will be held |
| Zip | Zip code for the event location |
| The primary email address that you will use for event communication. This is typically the contact person's email address | |
| Web Page | If your organization has set up a web page for the event, you can enter the URL here. This is not the registration page, as that is what you are setting up. Rather, it could be your organization's website, or a page on your website that has been set up to provide information about the event |
| AI Codes | If you wish to have the system automatically assign an AI code to registrants' constituent records, you can do so here. You must first set up the AI Code in DDI Connect. Once you have the AI code set up, enter it here. Every registrant will then have this AI code automatically added to their constituent record when they register |
| Cost | The base cost of attending the event, if any |
| Refund Processing Fee | If your organization charges a processing fee for refunds, enter it here |
| Last Refund Date | If there is a cutoff date after which no refunds will be processed, enter that date here in mm/dd/yy format |
| Use Badges? | Answer Yes/No on whether or not badges will be used for the event |
| Badge File Name | Enter the name that you wish to use when the badge file is created |
| Require Age Entry? | If you wish to require registrants to enter their age, select yes |
| Use 'Church' for 'CH/OR' search? | On the Congregation Search page, it prompts for either Church or Organization. The Use Church for CH/OR search defaults that value to either Church (when marked Yes) or Organization (no) |
| Skip Payment Page? | If there are no costs associated with your event, you can elect to skip the payment page |
| Allow ACH Payments? | If you wish to allow registrants to pay via ACH, select yes |
| Require Church Entry? | If you wish to require that registrants enter their church affiliation information, select yes |
| Display Church Info? | If you wish to display linked church information, select yes |
| Delay Initial Username and Password Email? | If you wish to have the username/password email sent immediately, select No. If you wish to delay the initial email, click Yes. The UserName/Password email will be delayed until you run the Send UserName and Password Email report |
| Name Change Email | If registrants change (or need to change) their name, you can establish an email address to be notified upon name change |
| Contact Name | Enter the name of the primary contact for the event |
| Contact Email | Enter the email address of the primary contact for the event |
| Contact Phone 1 | Enter the primary phone number of the event contact |
| Contact Phone 2 | Enter the alternate phone number of the event contact |
| Contact Name | If there is a secondary contact for the event, enter their name here |
| Support Email | Enter the email address to be used for support emails related to the event (such as password reset requests, etc.) |
| Support Phone 1 | If applicable, enter the phone number that registrants should use when support is needed for event registration |
| Support Phone 2 | If applicable, enter the secondary phone number that registrants should use when support is needed for event registration |
| Header Graphic | Enter the name of the file that you wish to use as the header graphic on your registration page |
| Footer Graphic | Enter the name of the file that you wish to use as the footer graphic on your registration page |
| Style Sheet | If your organization wishes to use a style sheet, enter the name of the style sheet you are using. DDI can assist you with this step |
| UserID Email Text | This is the text of the email that registrants receive when they create their user ID and password. It does have some formatting requirements, in order to populate the user ID/password information |
| Registration Email Text | This is the text of the email that registrants receive when they have paid for their registration. It does have some formatting requirements, in order to populate the registrant information |
| Reset Password Email Subj | Enter the subject you wish to use when registrants request a password reset |
| Reset Password Email Text | The text of the email registrants will receive when they reset their password. It does have some formatting requirements, in order to populate the password information |
| ACH Email From Address | The email address to use as the "from" email when an ACH email is sent |
| ACH Email Subj | The subject line you wish to use for ACH emails |
| ACH Email Text | The text of the email registrants will receive when they pay their event fee by ACH. It does have some formatting requirements, in order to populate the registrant information |
| ACH Processed Email Subj | Enter the subject line for the email that registrants will receive when their ACH payment has been processed |
| ACH Processed Email Text | The text of the email registrants will receive when their ACH payment has been processed. It does have some formatting requirements, in order to populate the registrant information |
| Credit Email Text | The text of the email registrants will receive when they pay their event fee via credit card. It does have some formatting requirements, in order to populate the registrant information |
| Welcome Text | This is the text that is displayed on the first page of the event registration |
| Finish Text | This is the text that is displayed on the last page of the event registration, when registrants complete their registration |
| Credit Processor | The page of the website used for credit card payment processing |
| Credit Processor Email | The email used by the credit processing firm |
| Processor Serial Number | This serial number allows the credit payment to interface with the credit processor site, and is provided by your credit processing company |
| YearBook Year | This field is only required if your organization utilizes the YearBook functionality within DDI Connect |
| Use Voter Status? | If your organization tracks voter information, you can elect to use the voter status. Otherwise, leave defaulted to No |
| Members per Additional Vote | If applicable, enter the members required per additional vote |
When you have finished entering all of the event information, click Submit to save your changes. You will now want to set up the Discounts for the event (if applicable), along with the Questions for the event.
