Effortlessly planning and managing your events just got easier with the introduction of memberplanet's Updated Events Module. This innovative tool encompasses everything from registration, ticketing to detailed reporting, revolutionizing the way we approach event management. It's designed to streamline the creation and execution of events, making it an indispensable asset for those looking to optimize their event planning processes through a comprehensive events site.

With this update, users can enjoy enhanced features such as:
  • Advanced custom fields for capturing all essential event details based on ticket selections
  • Add-on purchase items, allowing your events to offer additional purchasable items outside of attendance related tickets
  • The ability to set up both single or recurring series events with ease
  • Admin controls for logging offline event RSVPS
  • Discounted member pricing options and additional Coupon application
  • Event reminder emails for attendees
  • Advance options for attendees to edit their replies including all custom response fields
  • Updated options for ticket purchases, attendee responses and check in reporting

The module also simplifies sign-ups and enhances the overall user experience, ensuring that your events are not just successful but memorable. Whether it's sending out personalized event invitations or analyzing event metrics to edit events for future improvements, the Updated Events Module is your all-in-one solution for effortless event planning and management.

By leveraging these tools, event organizers can significantly reduce the complexity of registration and ticket management, making it easier to focus on creating memorable experiences for attendees.
​How to create an event
  • Single event
  • Recurring event

Manage your Event

Ticketing
  • Admissions
  • Add-Ons
  • Coupons
  • Special Pricing
  • Settings

Collect Additional Information
  • Basic Fields
  • Custom Fields
  • Settings

Event Page
  • Customize Event Page

Invitations & Reminders

Reporting & Ticket Management
  • Reports
  • Manage Check-Ins
  • Record Offline Registrations

How do Attendees Register for your Event
​How to Set up an Event

Before you begin setting up your event, you will want to decide if your event is a Single Event or a Recurring Event

Single Event: A single individual event
  • Ex. PTO Dance, which will occur on a set date and time

Recurring Event: A series of events which will recur at a set interval (ex. Weekly on Mondays at 7:00 PM) for an extended period of time, such as the entire month.
  • Ex. A Summer movie event, occurring weekly each Friday at 8:00 PM during the summer months of June to August.
Deciding what kind of event you will be setting up will determine your next set up steps and how you will proceed with additional set up options.
Single Event
  1. In the left navigation bar select Events 
  2. Select the Create a new event button to begin setting up your event
  3. Give your event an Event title
  4. Date & time default selection for events will set your event as a Single event
  5. Set a start and end date and time for the event and edit the Time Zone if needed.
  6. Click Next.
  7. Add the location of the event, including the venue's name and address or set the event as an online only event
  8. Add details to your event, including a Main Event Image, a summary (if using the memberplanet Site Builder) and/or a description to display on the events main page. 
  9. Select your campaign from the dropdown and click Next.
  10. Select whether the event will have tickets to continue setting up additional options, or if your event is RSVPs only, quick add your event and complete set up
​Event Series (Repeating Event)
  1. In the left navigation bar select Events 
  2. Select the Create a new event button to begin setting up your event
  3. Give your event an Event title
  4. Select Recurring event within the Date & Time selection
  5. Set the date of the first event in your Series of Recurring events
  6. Set the Start and End time of your events within the series and edit the Time Zone if needed.
  7. Set the recurrence cycle of your events, including when the series ends
  8. Select how people will register for the sessions within the event:  Members must register for all sessions at once or Members can register for sessions individually.
  9. Select how people can edit their responses to the events within the series: Members must edit their responses for all sessions at once or Members can edit their responses for sessions individually.
  10. Add the location of the event, including the venue's name and address or set the event as an online only event
  11. Add details to your event, including a Main Event Image, a summary (if using the memberplanet Site Builder) and/or a description to display on the events main page. 
  12. Select your campaign from the dropdown and click Next.
  13. Select whether the event will have tickets to continue setting up additional options, or if your event is RSVPs only, quick add your event and complete set up
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​Manage your event

​Once you have set up your event, you can manage a variety of options for your event within the event pages management section. Your event page management section allows you to do things like:
  • Edit your event tickets and inventory
  • Collect additional information from registrants
  • Customize the event page's look and feel with additional content, like images, additional text, links, and/or videos
  • Get a shareable URL for your event
  • Update the event organizer's contact information
  • View the reporting for your event
  • Manage the check-ins for your event
  • Close or open your event
 
  1. To access an event page’s management section, in the left navigation bar, click on Events
  2. Click on the event name​
Below you will find additional information on the available options within the management section of your event page, as well as details on how to use each of these sections.
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​Ticket & add-on options
 
Admissions
  1.  To access an event page’s management section, in the left navigation bar, click on Events
  2. Click on the event name
  3. Scroll down to the Ticket section and select Ticketing Options
  4. Select Add Ticket option to begin adding tickets
  5. Create your tickets:
  • Select your ticket pricing
    • Can be set as Fixed Price, Free or an Open Price
  • Give your ticket a Name and Price (if Fixed Price ticket)
  • Set up inventory amounts
    • Edit if your tickets have a limited inventory or leave as 100 if unlimited
  • Add ticket limits per person
  • Add dates of opening and closing times
    • Default settings are when the event is made live and when the event ends
  • Click additional options to add a photo and description to your individual tickets and to update ticket Visibility

Note: Ticket Visibility will by default set to Visible for newly created tickets, but can be changed to a Hidden Ticket. Hidden tickets can be set to be visible when a coupon has been applied at check out allowing you to set custom prices. Find out more about setting up Coupons for a Hidden Ticket.

    6. Select Save to Complete the setup of ticket

***Additional Ticket & add-on options can be set up after your initial ticket has been set up.

 

 
Add-ons
If your group will be offering additional non-ticket related items, such as an option to donate or additional items to be purchased, such as t-shirts, a la carte food purchases or more, an add-on is a great option to allow additional items to be available outside of tickets.

  1. Select Add-ons and Create a new add-on to add a new Add-on option
  2. Create your Add-on
  • Select your ticket pricing
    • Can be set as Fixed Price, Free or an Open Price
  • Give your ticket a Name and Price (if Fixed Price ticket)
  • Set up inventory amounts
    • Edit if your tickets have a limited inventory or leave as 100 if unlimited
  • Add ticket limits per person
  • Add dates of opening and closing times
    • Default settings are when the event is made live and when the event ends
  • If you have recurring event, choose if the add-on is one for the whole series or one for each event
  • Click additional options to add a photo and description to your individual tickets and to update ticket Visibility

Note: Add-On Visibility will by default set to Visible for newly created Add-Ons, but can be changed to Hidden. Hidden Add-Ons can be set to be visible when a coupon has been applied at check out allowing you to set custom prices. Find out more about setting up Coupons for a Hidden Add-On.

    3. Select Save to Complete the setup of Add-Ons


 
Coupons
Coupons can be used for a variety of options in offering a discount to event attendees when purchasing a ticket or Add-On. Coupons can also be set up to reveal tickets set as Hidden during checkout, allowing your organization to set up additional specialized priced ticket options.

  1. Select Coupons and Add a coupon to add a new event coupon option
  2. In the Info section, enter your coupon name. This will be the code used and can consist of alphanumeric characters (A-Z & 0-9)
  3. Add a Description or Instructions to Use 
  4. Select the check box if you would like this coupon to reveal your tickets set as Hidden status.

Note: If your event has been set up with multiple Hidden tickets, this will show all Hidden tickets at the same time. This cannot be applied to only specific tickets.

      5. Select the discount type and add the discount amount
  • Percent reduction: gives user a percentage off (Ex. 20% Off a Purchase)
  • Flat amount reduction: gives user a specific amount off (Ex. $5 Off a Meal)
  • Price reset to new value: gives user the price on the coupon for specified item (Ex. Any pastry item for $1)
       6. Update the number of uses per person: Unlimited or Specific number of uses
       7. Available for use: Available for the length of the event or during a specific time window
       8. Apply Coupon to:
  • All Visible tickets and add-ons
  • Certain visible tickets and add-ons
       9. Select Save to complete Coupon set up

 

Special Pricing
After you have set up your tickets, you can update them to have Special Pricing, such as Member Pricing.  Member pricing should only be used when your group’s members have been loaded into your memberplanet account.

  1. In your event, go to Ticketing options
  2. Go to the Special Pricing tab
  3. Next to your Ticket or Add-on, click the Edit button
  4. Click to select Set Custom Pricing
  5. Next to Members of my group (requires login), put in the updated price that you want to charge Members.  If your group uses membership levels, you can also Customize by member level.
  6. Select Save

Member pricing is now set-up.  You can do these same steps for each ticket and/or add-on that you would like. 

Please note:  Special pricing cannot be applied to tickets or add-ons that are free or open price.

To receive Special Pricing, your members will need to have their email address associated to a chapter, section, or group within your company’s memberplanet account.  If their email address is not associated, they will not be able to log in and will receive an error of “User authorization denied”.   

Example:  If your group is ABC, Inc. - USA Chapter, with an email address in ABC, Inc. or any of its chapters can log in and register for the event.  

Your members will need to log in by clicking the Login button at the top right of your Event, and using one of the following methods:
  • Log in using a one-time code:  This will only send a code to their email if their email address is associated to any group within your company’s Billhighway account 
  • Log in using their memberplanet email and password: member must have previously signed up for a memberplanet account and have that email address associated with one of your company’s groups
Once logged in, members will see the member pricing for tickets and add-ons that are set-up for member pricing, with the original non-member price crossed out next to it, so they can see their savings. 


 
Settings
  1. Select Settings to edit the overall settings of your event
  2. Options within settings that can be edited include:
  • Set your Event status:  On sale, Tickets at the door, Sold Out, Cancelled, Postponed
  • Event Type: Making your event a registration or ticketed one
  • Checkout Labels: Change the labels of your tickets to your custom preference
  • Ticketing Fees: Decide who will absorb the processing fees, your group or the person making the payment
  • Reply Choices: Remove ‘Maybe’ as a RSVP choice
  • Thank you Messages: Add a thank you message on your receipt
     3. Select Save and Close (at the top of the screen) to complete Settings changes
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​Collect Additional Information
You may want to collect additional detailed information using the RSVP form. Along with the pre-existing RSVP field options, you are able to create and add an unlimited number of custom fields.


Basic Fields
As a default, your event will always include collection of Name and Email within the registration. Additional Basic Fields can be added from the system included list: Gender, Prefix, Date of Birth, Time Zone, Social Medial Profile, About Me, Website, Country, Address, City, State, Zip Code, Hometown, Mobile Phone, Work Phone, and Home Phone
  1. On the left navigation bar, click on Events
  2. Click on the event name
  3. Scroll down to the Ticket section and select Collect additional information
  4. At the top of the page, begin by selecting specific tickets if you should only be collecting information for specific tickets, or Add-ons

Note: If a specific ticket is purchased, the attendee will be prompted to complete the information
Select information fields to be collect from the attendees and whether these should be Included (Optional) or Required

     5. Click Save & Close to complete your changes
 


Custom Fields
Custom fields can be created to collect any additional information outside of the Basic fields, with no limitation on the number of fields that can be created.
  1. Add custom fields by selecting the Custom Fields tab
  2. Select Add a custom field to add a new field
  3. Give your field a label
  4. Select the type of custom field
  • Basic Text 
  • Dropdown menu
  • Checkboxes
  • Multi-line text
  • Radio button
  • Date
     5. Select Additional Optional settings
  • Show this question for specific ticket types
    • Custom fields will be available to all tickets as a default, but can be applied to only specific tickets allowing you to collect specific information based on the individual ticket being selected
  • Show the attendees answer on their order confirmation and ticket
     6. Click Save to complete and/or add another custom field

 

Settings
You can edit your Event RSVP and Custom RSVP fields settings by selecting the Settings tab

  1. Options within settings that can be edited include:
  • Edit responses - allowing your attendees the option to edit their responses after completion
  • Registration time limit - setting an amount of time your tickets can be held in the shopping cart before they are released
  • Add Special instructions - any additional instructions you may want displayed in the ticket selection page during time of purchase
      2. Click Save to complete
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​Event Page

​
Customize event page
Adding a personal touch to your upcoming event is a great way to boost excitement and better establish a connection to your group.  The more engaged members there are in a group, the more successful that group will be.
  1. On the left navigation bar, click on Events
  2. Click on the event name
  3. Scroll down to the Event Page section and select Customize event page

       From here you can customize the following:
  • Set page visibility
  • Edit your event URL
  • Add a header
  • Add a banner
  • Add a description
  • Add videos
  • Add location
  • Add a footer
     4. To edit a section, select the edit option, make desired changes, then hit Save & Close to complete

 

Organizer contact
Here is where you can include the organizer contact for the event.  This contact will be displayed in the confirmation email that goes out when a ticket is purchased.
  1. Click on Organizer contact
  2. Select whether contact information will be hidden or visible
  3. Enter in the contact name, email address, and phone number
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​Invitations & Reminders

You can use memberplanet to send out customized invitations and reminders about your event to your members. Both options include functionality to add custom messaging content, edit settings and preview your message 
  1. On the left navigation bar, click on Events
  2. Click on the event name
  3. Scroll down to the Event Page section and select Send invitations and reminders to create a new invitation or reminder. 
Note: Sending invitations and Reminders are the same initial steps.

      4. Add content to your Invitation/Reminder:

Email information
  • Campaign name.  The campaign name must be unique, and is only visible to admins.  If you are sending out multiple types of invitations for a single event, be sure to make sure the Campaign name matches what you are sending. Example:  [Event Name] invitation for Board members or [Event Name] Reminder Email [Date]
  • Subject. The subject does not need to be unique.  This will be the subject of your email message.
  • From. From is the email address that the email will show as being sent from. Use your own email address, or your group’s email address.
  • Reply-to email address.  Reply-to email address is the email address that responses to your Event invitation or reminder will go to. 
  • Hide group banner.  Hide group banner is checked as a default.  If you want to display your group banner at the top of the email, you can uncheck the box.  You will see the banner display in the preview pane.
  • Header image.  If you would like to add a header image in the email, you can upload it here.  We recommend limiting the image to a width of 600px. 
  • Body.  This is your email content.  You have the ability to update your text (sizing is under Format dropdown), add bullet points, links, tables and pictures.  You can also leave blank if preferred.
  • Event details.  Event details are shown as a default for your email.  It includes the banner for your event, the dates of your event and the name of your event.  If you do not want this information shown, uncheck the box.

Footer
  • Sender name.  Sender name will show at the bottom of the email.  Sender name defaults to the name of your Chapter. 
  • Sender address.  Sender address will default to the address associated to your group (under your Group Info module in memberplanet).  You can enter a different address if preferred.
  • Facebook link.  Add the full link to your Facebook page and the Facebook icon will display at the bottom of your email with a link to what you enter here.
  • Instagram link.  Add the full link to your Instagram page and the Instagram icon will display at the bottom of your email with a link to what you enter here.
  • Twitter link. Add the full link to your Twitter / X page and the X icon will display at the bottom of your email with a link to what you enter here.
  • Add organizer logo.  Add your logo to the bottom of the email.  Size recommendation is 200px by 200px.

Settings Tab
  •  Background image.  You have the option to upload a background image for your email.  Image must be JPEG or PNG, under 10MB, and has a recommended  width of 900px.
  • Colors.  You can choose to have the background of your email light with black text, or dark with white text.
  • Primary color.  Changes the text color of the dates of your event.
  • Button color.  Changes the button color of your event button.
  • Background color.  Changes the color of the background of your email
 
Message Preview
 The message preview box shows you a preview of what your email will look like in multiple formats, including PC, Tablet, or Mobile.

Note: You can select Save & Close if you want to stop updating your email at any time.  If you want to re-open it, go to the View/Edit email section. 

     5. Select Next to add Recipients of your Invitation/Reminder.
  • When.  Select when you want your email to go out.  Options are Send now, Days before the event starts (input number of days), or Specific date & time.
  • Send a test email.  You can send a test email to yourself or any other email address that you want, to review the email before you send it out to your members.  This is recommended especially if you added additional images to your email.
  • Select recipients. 
    • Smart lists.  Smart lists are dynamic, and have the preset options of sending to recipients that are:
      • On guest list, invitation not sent  (see Guest list feature)
      • Invited but not yet replied   
      • Replied Yes
      • Replied No
      • Replied Maybe
  • Choose members. Select specific members from your group to send your email to.  You can filter by category if helpful.  Categories include:  Members, Contacts, Not invited, Invited but not replied. 
  • Add new members.  Add new members lets you add First Name, Last Name and email address of persons not already in your group that you would like the invitation to go to.  This will not add members to your group as paying members; instead it will add them to your contacts list to select to send invitations to in the future. [Note – label will be updated to “Add contacts” in the future]  Contacts are not eligible for member pricing and cannot use the one-time code to login for the event.

     6. Select Save & Close if you want to stop updating your email at any time. 
  • If you want to re-open it, go to the View/Edit email section.

     7. Select Next to move on to Confirm.
     8. Review your email and number of recipients one more time before sending out. 

Note: You can select Previous to go back to a previous section and make updates. 

      9. Select Confirm & send. A pop-up menu will confirm your email was sent successfully.. 

After your email has been sent you will be brought back to the View/Manage Emails screen. The View/Manage Emails allows you to view previous emails sent, drafts of emails not sent, scheduled emails, and tracking details of sent emails.  All screens can be exported to Excel if needed.

 
View/Manage Emails
  • Sent -  Here you will see email campaigns that have been sent.  They are listed by Campaign name and you can use the search function to easily find the email you are looking for.  The Sent screen will let you know the date that the email campaign was last sent, name of distribution list used, how many people it was sent to, how many people opened the email, the average percentage opened,  and if anyone unsubscribed to the email from that campaign. 
           Note: If you click on the three dots on the right-hand side, you can view the email sent, resend to                 other, copy as new, or delete the email. 
  • Drafts - This tab contains drafts of emails that you have started and saved, but not sent.  They will show the Campaign name, Created date, Last update and Updated by.
  • Scheduled - Here you will see email campaigns you have scheduled to be sent at a future date.  You will see the email Campaign name, Created date, date it is Scheduled to send, and the Distribution
  • Tracking - Tracking shows the emails that have been sent, including the date the were sent how many were sent, how many were delivered, how many bounced, how many were opened, how many were clicked on, how many had the recipients unsubscribe, and how many recipients marked the email as Spam.
  • Bounced - This tab show you the details of emails that have bounced, including the First name, Last name, email address, date of the most recent bounce, and the number of bounces. 
  • Unsubscribe - These are email recipients that have clicked the unsubscribe link in the email sent to them.  They will not receive any further emails from your group/chapter.  They will need to contact [email protected] to re-subscribe them.
 

Manage Guest List
If you know the guests you want to invite for your event, you can select them from your group (or select all) to create an event Guest list.  You can search the guest list at any time to see if a person is already on the list for the event.

To Add more attendees
     1. Select from the available options:
  • Choose people from your group  
  • Add new  
  • Choose lists 

     2. Select Save & Close to work on the invitation later. 
     3. Select Continue to Invitation to start a new email invitation.

Note: Individuals already added to the attendee list can be removed from the event attendance list.

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Reporting & ticket management

Reports
1. On the left navigation bar, click on Events
2. Click on the event name

Note: If it is a past event that you are trying to report on, you will need to click on Past Events 
​
3. Scroll down to Reporting & Ticket management and select Reports
4. Select the Report type you would like to view

All reports allow you to filter to search by the name of the individual, filter reporting by date, and are exportable by selecting the export options
  • Ticket Detail - View all registrations by ticket type
  • Add-on Detail - View add-ons purchased in each registration
  • Ticket & Add-on Detail - View breakdown of all registrations by ticket type and add-on
  • Order Summary - Overview of all sales, including  tickets, add-ons, coupons and payment per order
 

Manage check-ins
     1. On the left navigation bar, click on Events
     2. Click on the event name
     3. Scroll down to Reporting & ticket management and select Reports
     4. Select a Check-in report from the available reports.
  • Ticket Check-Ins - View check-in status of attendees for an event
  • Add-ons Fulfilled - View add-ons status distributed to attendees
  • Ticket & Add-on Check-ins - View check-in status of tickets and add-ons for an event
     5. Select Settings within the report to update your check-in options

Note: Each of your check-in reports allows you to also set up when check-ins will begin, end, how the attendee will check in, and the code that will be used.
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​How do Attendees Register for an Event
Attendees can view the status of the event from the Event page/URL. All events in an open and live status can begin accepting registrations. If you are attempting to register for an event that is Tickets at the door, Sold out, Canceled, Postponed or Closed, then the event is not collecting registrations online. You will want to contact the event organizer for any questions if you believe this is a mistake. If the event is Private, you will need to login using your memberplanet login and password to access the page.

Attendees are able to: 
  • Register for the event
  • Purchase tickets or add-ons
  • Print Tickets
  • Contact the event organizer
  • Update their registration

To attend an event:
  1. Select your RSVP selection
  • If the event is ticketed, select your tickets, add coupon code or any add-ons you will be purchasing and select Checkout
  • At least one ticket will need to be selected to checkout
    2. Fill in your registration information, including any additional information requested and select
       Proceed to payment
     3. Select your Payment Type and select Place Order
  • An emailed confirmation will be sent to you with your order information and tickets
Note: Your emailed confirmation will include options to update your RSVP if your group is allowing these to occur post registration.

For all other inquiries, you will want to contact the event organizer, included in your confirmation email.
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