Event Registration - Sched

This is a guide for using Sched to collect registrations/sign-ups for your event.

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Registration & Event Privacy Settings

Set the privacy of your event to allow attendees to register for your event directly on Sched:

1. Go to Settings > General in your event Control Panel
2. Select Edit in the Privacy section
3. Select Public event with open signup
4. Click Save

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How Does Sched Registration Work?

If an attendee has signed in but has not registered for an event, a registration popup will appear for any events with registration turned on. This feature applies to events that offer ticket sales, whether the tickets are free or require payment. It allows event organizers to ensure that all attendees complete the event’s registration form.

 

Attendee Registration Form

1. Go to the Registration tab in your event’s Control Panel
2. Under the Registration Form section, enter an Intro Message (optional)
3. Enter a Confirmation Message (optional)
4. Click the Save Messages button
5. Add + New Field (optional)

• • • Enter a Field Caption
    • Enter a Field Description
    • Select an option from Field Type (Text, Checkbox, or Dropdown)
    • Click the Add Field button

6.   Use ▲▼ arrows to modify the order of fields (optional)
7.   De-select Required Field if you do not want a field to be mandatory (optional)
8.   Click Save Fields

9.   Toggle ON Enable attendee registration form

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Reporting

Access the registration form data for an individual attendee:

1. Go to the Attendees section in your event Control Panel
2. Find the Attendee
3. Click on their Name
4. Go to the Registration tab

Access the registration form data for all attendees:

1. Go to your Settings > Attendees in your event Control Panel
2. Click on the Cloud Icon to access Exports 
3. Download the Registrations file

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Things To Keep In Mind

• The First Name, Last Name, and Email fields on the Attendee Registration Form are mandatory. It is not possible to remove these.
• Information provided on the Attendee Registration Form is viewable to Admins only. It will not display on Attendee Profiles.

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Adding a Ticket

Attendees can add unlimited sessions of any kind if no tickets are created, and no ticket rules are set up. If you have groups or segments of attendees that have access to days or activity types, set up tickets and create ticket rules to limit what attendees can add to their personal schedules.

 

To add your event tickets

1. Go to  Control Panel >  Registration

2. Toggle on the ' Enable Registration' button under the  Registration Form tab

3. Click  Tickets and choose Sched (as your ticketing platform), then click on the " +" button to add your first ticket

4. Click "  add ticket." 

 

Please note that purchasing multiple tickets of the same type does not allow your attendees to attend different sessions. Instead, it reserves the same number of slots for a single session. Please ensure your attendees are aware of this to avoid overbooking and the need for ticket refunds.

ie.,
An attendee bought 3 tickets, entitling them to 3 slots for one session.

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Limit Attendee To Purchase One Ticket

This feature allows you to limit each attendee to purchasing only one ticket for your event. Please note that while this feature is active, transferring tickets to other attendees capabilities will be disabled.

 

Need to transfer an attendee ticket? Reach out to us at support@sched.com for further assistance.

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Customize Your Ticket

Once you have set your ticket types, you can now customize each ticket.

 

1. Click on the added ticket that you'd like to customize.

2. Ticket Name and Description - Enter your preferred ticket name and add your ticket description.

3. Ticket Key - If you want to assign a specific ticket to an attendee using the attendee spreadsheet, you can use a unique ticket key per ticket, which you can later input in the 'Ticket' column in your attendee spreadsheet.

4. Start/Stop Sales - Set the start and end date for ticket selling.

5. Quantity - Set the number of tickets that you want to sell.

Note: If you don't set the number of tickets available, that will automatically mean that it is unlimited.

6. Price - You can set the price for the ticket, but when the field is blank, it means your ticket is for FREE.

Important: You'll need to connect to your Stripe account before you can set the ticket prices and start selling them! 7. Click on the 'Save Ticket' button.

 

Note: The video shows a ticket type set to unlimited and free and one ticket type that is paid and has limited slots. This will also show how the ticket type will appear on the attendee's end. 

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Ticket Warnings

Ticket warnings are shown when an attendee doesn't have permission to add a session due to ticket rules. You may customize your own ticket warnings or use the default warnings we have in this feature.

 

Set Your Ticket Wanings

1. Go to  Control Panel >  Registration

2. Click  Tickets > " ..." button on the upper right part

3. Customize Ticket warning

4. Click  Save 

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Types Of Ticket Warnings

Two possible messages show, depending on if they hit the set ticket limit or if they don’t have a ticket at all.

 

1. Ticket Warning: Count Exceeded If an attendee has used up their session allotment. Sample pop-up message: You've reached the limit for this activity type. Please unschedule an existing activity if you'd like to add this one.

 

2. Ticket Warning: No Ticket If an attendee doesn't have the correct ticket.

Sample pop-up message: Adding this requires a ticket. Contact the event organizer for ticket details and try adding this again after you obtain one.

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Set Up Ticket Rules

Attendees can add unlimited sessions if no ticket rules are set. You can set ticket rules to limit ticket holders from what sessions they can access. They could be limited by days, activity types, or by the number of sessions. Add rules for all ticket types if you add them for one.

 

You can limit rules by  Day,  Type,  Number of Sessions, and  Number of Sessions For Selected Days, and you can also add multiple rules under one ticket.

 

Scenario:  The event organizer wants the  General Admission ticket holders only to be allowed to pick two sessions across October 5, 2022, under Keynote and Workshop session types.

 

*See where to set rules and the ticket rule settings for this scenario in this video. 

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Ticket Holder/Ticket Sold Section

To view the list of ticket holders per ticket, you may go to the Ticket Holder section under the  Registration tab. And in the same section, you can also view the total number of tickets sold per ticket.

Please note that manually adding tickets to your participants may cause discrepancies in the ticket count.

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You can also send messages to all the ticket holders through the mail icon here:

 

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View who completed the registration

 

Through Registrants section:
1. Go to your event's Control Panel
2. Under Attendees, click on Registrants

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Collect Payments

Collect payment from attendees when they register for your event. To use this feature, first create an account with  Stripe  (or use an existing account) and then connect this with your Sched event.  Stripe is a world-leading payment processing platform that processes payments on your behalf. Sched is integrated with Stripe to allow your attendees to quickly and seamlessly pay your event registration fee. View the list of countries where Stripe is available at stripe.com/global. 

 

Note: Connecting to Stripe for payments is available on the Essentials, Plus, and Premium plans. Also, additional fees apply ( see further details below).

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Stripe Setup

1. Go to Stripe’s Getting Started support guide
2. Follow the steps outlined under Setting up your account
3. If you need any help with this process, you can Contact Stripe Support
4. Once your Stripe account has been approved, then continue onto Sched Setup below.

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Sched Setup

1. Go to the Registration tab in your event's Control Panel
2. In the Payments tab Click on Connect with Stripe (Note: If you see a 'Please enable Ticket API to continue' message, contact our Support Team to have this enabled.)
3. Login to your Stripe Account
4. In Sched, confirm that a Stripe account is connected message will be displayed once successfully connected.
5. Toggle on/off Sched Service Fee to have this added to the ticket price and charged to attendees OR absorbed within the ticket price and deducted from your ticket revenue
6. Select your preferred Ticket Currency using the drop-down

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Managing Payments

1. Go to stripe.com/login and sign into your account
2. Search support.stripe.com if you need help

Stripe Invoice Integration and Payment Methods

1. Stripe Invoice: Allows for creating and managing invoices within Sched’s checkout flow.
2. Other Payment Methods: Enables the addition and configuration of various payment methods supported by Stripe.

• Invoices must be generated through Sched’s checkout flow to integrate with Sched Ticketing seamlessly.
• To enable “Pay by Invoice,” go to your event’s Control Panel > Registration > Payments.
• Manually creating invoices from the Stripe Dashboard’s “Invoice” tab is not supported by Sched Ticketing.

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Payment Fees

• Additional fees will apply when collecting payments:
  • Sched service fee:
    • ¥150 + 1.9% for JPY
    • Other currencies, $0.99 + 1.9%
    • You have the option to have this added to the ticket price and charged to attendees OR absorbed within the ticket price and deducted from your ticket revenue (refer to Sched Setup)
   
  • Stripe transaction fees:
    • Taken from the pay-out into your Stripe account
    • Stripe fees vary, depending on your Stripe account, card being used for payment etc. Visit Stripe.com or Contact Stripe for further info.
    • All payments will be taken in the Ticket Currency you select (refer to Sched Setup)
    • The payment currencies available are United States Dollars (USD), British Pound (GBP), Canadian Dollars (CAD), Euro (EUR), Japanese Yen (JPY), Mexican Pesos (MXN), Swiss Francs (CHF). This is how it would look in Stripe:

• All major credit or debit cards are accepted, including Visa, Mastercard, American Express, Discover & Diners.

 

Things To Keep In Mind

• All ticket fees will reflect in your Stripe account that is linked to your event. To know more about withdrawing ticket sales, please contact Stripe directly.
• Japanese Yen (JPY) is a zero-decimal currency. This means that the decimal/fractional amount will be rounded off in the final calculation:

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Adding a Coupon Code

• On your events page, you have the option to include coupons that attendees can use. These coupons can be either a percentage discount (e.g. 50% off) or a specific amount discount (e.g. $50 off). Share the codes with your attendees to apply the discount when they make a purchase.
• You can create coupons immediately after electing to use Sched ticketing, regardless of tickets created or stripe connection status.
• You can add a Coupon Code that can be applied to any ticket type, or you can add a coupon code for a specific ticket.

Watch it in action here:

 

And here's a video guide on how to apply a Coupon code for a specific ticket type:

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Adding a Secret Ticket Coupon Code

The hidden tickets will be visible in the checkout interface only when an attendee enters the secret coupon code to unlock them.

 

How to add a secret ticket coupon code
1. Go to your event’s Control Panel > Registration
2. Under the Coupons section, click on the ‘+‘ icon to add a coupon
3. In the Coupon Type, select Reveal Hidden Ticket option from the dropdown menu
4. Fill out the fields, and when done, click on the Add Coupon button

 

Here’s how the secret ticket coupon code unlocks a hidden ticket on our checkout flow

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Domain Whitelisting

Restrict sign-up and login to your event to those with specified email domains (e.g. @yourorganization.com). 

 

1. Go to Settings > General in your event's Control Panel
2. Enter the email domains in the Account Creation Domain Whitelist field (eg. @sched.com)

Things To Keep In Mind
Event Privacy settings are in effect regardless of this whitelist. So this option would only be available if your event is open for the public to sign up. 

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Attendee Experience

Where attendees can register:

1. Your Sched Event Website - e.g. yourevent.sched.com/signup
2. Your Own Website - if you are using the website embed option
3. Either the Sched Mobile Apps or your Branded/Native Mobile Apps (if purchased)
   
   

How attendees can register:

1. An Email address
2. An existing Sched account
3. Their Google account
4. Their Facebook account
   
   

The steps attendees will go through to register:

1. After creating their Sched profile or signing in to their existing Sched account, they will be routed to the events page where they can purchase a ticket:

2. When they are ready to purchase, they can click the Reserve Tickets button, which will take them to the ticketing and registration interface. Once done, they can then select sessions for their schedule.

 

Here’s how an attendee can purchase, register for an event and share their ticket: