Customer's Submission and Confirmation for Events
Once you have the link on your webpage to launch the Calendar, here are the typical "Steps" of an online Event Registration.
Each OPEN Event is shown with a live link. When a customer clicks the live link, the Event registration form will launch. (Note: existing customers should begin in their Portal and go to the Event Registration tab to access the calendar).
The Event Registration Form looks very similar to the Web Classes Registration Form, but it has its own Agreement (Legalese) and Questions sections. For instructions on setting up these sections, please refer to the EVENTS section in our Main User Guide. Your customer will fill out the form with the contact/family information, answer any questions you have established, agree to Legalese by checking the boxes, provide payment information required, etc. At the bottom of the form, they will hit the SUBMIT button.
Note: The Event web registration form cannot create a "student" record. It creates a "contact" record for the family.
If they entered an email address for the Contact, an email notification containing all details is sent to the customer (provided they gave a confirmation email) and you/your staff (via the "Notification email" indicated on the Event Type page).
The system will create the family and contact record and enroll them in the EVENT if they are new to your database. If existing, it will simply enroll them. If you want the system to automatically POST the event fee to the family record, then make sure you have "Post Event Fee on Reg?" set to YES on the bottom of the Event Summary page.
Updating of Jackrabbit Records and Creation of Duplicate Records
By directing your Existing
customers (customers that already have a record in your database) to register for classes and events through the Customer Portal, you will eliminate the possibility of duplicate records.
Jackrabbit attempts to prevent possible duplications by performing the following automatically in the Class and Event Registration Forms:
1. If Contact #1's email address matches an email address already in your database, Jackrabbit will display a pop-up message directing the customer to log into their Portal (An active portal login link will automatically be displayed at the top of the Class and Event Registration Form in bold red letters).
2. If no match is found for the email given, the form may be submitted. Once submitted, Jackrabbit will check the Last Name, the Zip Code, and the first 8 characters of the Street Address against your existing database. If a match IS found based on those 3 criteria, Jackrabbit will update that family account with any new information included on the Reg Form (such as addition of a student or contact). On the other hand, if a match is NOT found, a new family record is created.
3. If a match is not found simply due to misspelling or other minor discrepancy, a duplicate family may
be produced. Contact Support for assistance with merging two families into one record.