The first step in creating an event is to create the Event Type.
Think of the Event Type as the umbrella ☂️. All the specific dates and times for that event fit under it, and you'll add those details in the second step of creating your event.
The Event Type customizes the registration form used for all occurrences of this type of event and defines things like payment policies and legal policies (agreements). These settings will be the defaults; however, they can be overridden for individual Event Dates/Times as needed.
To create an Event Type:
- Go to Events (menu) > Add Event Type.
- Add an Event Type Name, Location, and Category 1.
- Save your changes. The Event Type is created and opens to the Summary tab.
- Enter specifics about the event on the Summary tab of the Event Type record. While the fields are optional, we recommend you complete as many as possible. Save Changes.
Event Type Summary Tab - Fields Explained
- On the Description tab, add the Internal Description (Users within Jackrabbit see this description) and the Registration Form Description (customers will see this description). Save Changes.
Sample Event Registration Form
- 1 - Customize your registration form with a graphic of your choice. It must be 'live' online and have a URL, which is added to the Event Type > Summary tab in the Online Reg Form Graphic URL field.
- 2 - Add a description of the event to your registration form.
- On the Questions tab, add questions that you would like event registrants to answer, such as "Will you be bringing cake?" Questions can be formatted as checkboxes, text boxes, large text boxes, and yes-no questions. They can also be set to optional, hidden, or required, with the exception of checkbox questions that can't be made required.
Answers are stored in the Event Date/Time record on the Questions/Options tab. From there, you can print the answers for that event date or export them (Excel, .CSV, or PDF).Sample Event Type Questions tab
- Select the Agreements tab. Enter any legal policy or verbiage you'd like the customer to agree to prior to registering for an event. Each agreement text record will be followed by its own I Have Read and Agree checkbox on the Event Registration Form. The customer must check these boxes and enter their e-signature in order to submit the registration form.
Sample Event Type Agreements tab
Click Copy Event Type to quickly create another similar Event Type. This will copy all information on the Event Type Summary tab to the new Event Type with the option to copy questions and agreements.
Now that the Event Type is set up, you can move on to the second step of adding an event, which is to create the specific dates and times that this Event Type will occur.
Frequently Asked Questions
Q. I don't understand what an Online Reg Form Graphic URL is or how to add it?
A. Each Event Type allows you to add a graphic or image to the registration form associated with it. You can create and use special images and graphics for specific events. For example, you may have a special image that you use for birthday parties and a different image that you use for open houses.
In order for the image to be displayed on your event registration form, it needs to reside somewhere on the internet and have a URL (a web address that usually starts with https:// or http://). In many cases, you may already have the image somewhere on your website. If not, there are many cloud-based services that provide an instant URL when you upload the image to the service.
Q. Can you explain why some of my Events have a background color of light yellow? I didn't select that color.
A. When an Event has reached the maximum enrollment, it will display on the events calendar in a light yellow color. This means the Event status has changed to booked.
Q. Can I automatically add the tax to Event Fees?
A. Yes, go to the Gear icon > Settings > General > Organization Defaults (left menu) > Tax Settings (section) and set Tax Tuition Fees to Yes. (Note: this will also apply tax to Class tuition)
Q. Why can't I make the checkbox event questions required?
A. As a question, a checkbox type has 2 possible answers; unchecked (clear) says one thing, and checked (selected) says the opposite. You can't require registrants to select the checkbox because leaving it blank is actually one of the possible answers.
If you want to make questions required, it's best to ask yes/no questions.