event-expresso-training-guide

Create A Venue Create Registration Forms Create a New Event Submit New Event Attendee Reports Questions and Question Groups

Table of Contents 1. Create a Venue 2. Create Registration Forms 3. Create a New Event 4. Attendee Reports

Create A Venue If your events use venues other than your companies own location, then you can set up different venues which can be added to an event.

The first step is to head to the Venue Manager page via the Event Espresso menu. If for some reason you cannot see this menu item, go to General Settings > Optional Event Settings and make sure “Use the Venue Manager?” is set to Yes. If you only host events at your company’s location, feel free to skip this step and head on to the Create Question Forms section.

Add a Venue 

Click “Add New Venue”.

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Add your venue’s name and address details.

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There is also room to add contact information for a contact based at the venue.

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Optionally add a description of the venue.

Once you’re happy with your information click “Save”. Your venue will now be available for you to use when you create an event.

The next step is Create Question Forms.

Create Registration Forms When you create your events there may be specific information that you need to capture from your registrants. Event Espresso lets you capture information with Questions and Question Groups.

What are Questions and Question Groups?  Questions –an individual question such as “How much do you weigh?”. 

Question Groups – groups of questions that are related, for example “Diet Class Questions”

How do I create Questions and Question Groups?

By default Event Espresso has a number of Questions already set up, and two default Question Groups. These are the Personal Information (name and email), which cannot be removed and is required; and the Address Information, which cannot be removed, but it’s use is optional. Both of these are suitable for basic events.

You can create/edit Questions in your WP Admin > Event Espresso > Questions and Question Groups at WP Admin > Event Espresso > Question Groups.

If that info is all you need, move on to the next step, Creating a New Event. Otherwise you may need to add some questions and a new group.

Steps to create new Questions and Question Groups  In the navigation WP Admin > Event Espresso > Menu click Questions and then 

click Add New Question.

Fill out the question details and hit Add Question. Do this for as many questions as you need.

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Once done, head over to Question Groups, and click Add New Group.

Give the group a title and from the list on the right, tick the questions you want included.

For now this will just be the questions you just made.

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Then click the Add Group button.

Awesome. Now onto the main event, how to Create a New Event.

Create A New Event If you have followed this Getting Started guide from the start you will now have the basic information for your event prepared.

This means you can now create your event!

Start by going to Event Espresso > Event Overview and then click Add New Event.

There are a lot of options here, and we won’t cover them all in this little guide, so feel free to check out the full Event Espresso documentation at your leisure.

The Basics Start by adding an Event Title and Event Description. Don’t worry about the Unique Event Identifier, the system will add this in for you.

Event Date/Times It is quite important that you get these right otherwise it can affect how the events work.

Registration Dates: These are for when you will allow a user to register for the event. Please make

sure that both of these are filled in, Even Espresso does not allow open-ended events.

Registration Times: Similarly add the times registration is allowed each day. Not required.

Make sure that your time is not set to UTC, but to the closest city to your location.

Event Dates: What dates your event will run from and too. Required.

Event Times: The times your event is on each day. You can add additional times if the event is

repeated within a day.

Event Pricing Here you can add the all important Price, and start making money from your events!

If you have the Membership add on, you will also see a membership pricing option. Be sure to fill this out as well unless you want members to get free tickets!

Name: The display name for the price/ticket type Price: formatted like so 10.00 Surcharge: This is for additional costs like Tax, fuel costs, etc. It is optional.

Surcharge Type: Flat rate means the figure you entered will be charged, Percent means that the

figure you entered will be converted into a percentage and tacked on top of the ticket price.

Event Options Attendee limit: cap how many people can attend, leave blank for unlimited.

Allow group registrations?: This means that one person can buy tickets for a group.

Max group registrations: You can cap how many tickets someone can buy in one go.

Additional Attendee Registration Info?: Do you need to collect question information from everyone

in a group or just the buyer? If you need information from each attendee, you can select either “Personal information only” or “Full registration information”. These options will make the registration form display a dropdown of additional questions for each attendee added.

If you need information from only one attendee you can select “No info required”. If you select this option it will display a quantity ticket selector below the registration form.

Did you create a venue?

If so scroll down and under Venue Information select the venue you created from the drop down list.

Did you create some new questions?

If so scroll down and on the right is Event Questions for Primary Attendee and Event Questions for Additional Attendees (this one is used if you allow group registrations). Tick the box next to the question groups you want to use.

The Personal Information question group is required by the plugin and is always selected.

Submit New Event In the top right of the screen is a shiny blue button called Submit New Event, click it and your event will be created!

We havent covered every option available to you in this guide, but full documentation is available here.

Also if you need a real world example, check out the our Example Event Espresso Setup to see how we would create a basic event site.

Attendee Reports You can access this section from the Event Overview page, either by clicking the links next to the Attendees filter or by hovering your mouse over an event name and clicking the Attendees link that appears.

Attendee Report Page Once you are in the Attendee Reports page you will be shown a list of the attendees. Depending on which filter you chose, this may be all the attendees in the database or just those specific to an event or time period.

Attendee Reports

Add New Attendee: This is only available if you have gone to the Attendee Reports page via the

Attendee link in an Event (hover over the event name). This option will add an attendee manually.

We have a guide to show you how to add an attendee manually.

Filters: Events: This will take you back to the Event Overview page – you can filter by all events or those

that are occurring today or this month.

Attendees: This will filter the events by all attendees, attendees registered today or attendees

registered this month. You can also View Report which will show a graphical representation of the registrations.

There are also options to filter the currently listed attendees by Month, Category and Status. Along with a Reset Filters button to clear the filters back to default.

The Live Search Filter can be used to filter the attendee list by any content within the tables: i.e. name, date, event title, time, etc. etc.

Filter: Show/Hide Columns: This allows you to show or hide the various columns in the Attendee

table, depending on how much information you need visible. For example if you don’t use coupons you can hide that column.

The Attendee Table This table shows the attendees that you have filtered.

Attendee Name: The name the attendee registered under. This links to their individual Attendee

Record.

Registered: The date and time the registration took place.

Event Title: The name of event they registered for. If they registered for multiple events, they will

appear in each event attendee list, or multiple times in the “All Attendees” list.

Event Time: The time the event starts.

Option: The ticket/s they purchased.

Payment: Visually shows the status of the payment:

declined,

= complete,

= incomplete or

= pending.

Type: This shows which payment type the attendee used to pay for the ticket/s (PayPal, Invoice, etc) Action: There are four additional actions you can do here: Edit Payment: Send you directly to the payment details for that particular attendee.

Edit Attendee: Takes you to the individual Attendee Record Resend Registration Details: Resends the registration email to the attendee.

Download Invoice: Downloads a copy of the invoice.

Edit Attendee Data When you click an attendees name in the Attendee Reports page, you are taken to the Edit Attendee Data page where you can modify the details of an individual attendee from their core personal information, custom question answer through to payment details.

Edit Attendee Data

Edit Attendee Payment Record Clicking the View/Edit Payment link within the Edit Attendee Data Page, will take you to the actual payment details of that specific attendee. It is broken up into two section, Payment Details on the left and Invoice/Payment Reminder on the right.

Edit Attendee Payment Record

Payment Details Registration ID: Provides the registration ID for that attendee. There is also a link back to the

attendees data page.

Payment Status: Provides the current status of the payment (completed, etc) and this can be

modified by the admin.

Transaction Type: The payment type the attendee paid with (Paypal, Credit card, etc). This can be

modified by the admin.

Transaction ID: A transaction ID for the payment.

Amount: The total monetary amount of tickets purchased. There is a link to the Edit Attendee Data

page to edit this.

Coupon Code: If a coupon has been used it will display here. One can also be added here to record

any manual discounts. Note that entering a discount code here will not automatically provide the discount.

Date Paid: The date payment was received.

Do you want to send a payment received notice to registrant?: If you have manually updated the

payment, you can select yes here and then press Update Payment. The system will generate and email the attendee with a payment received email.

Invoice/Payment Reminder

If you wish to send a manual payment reminder to this attendee, you can do so from here. You can either select an email from one you have previously created in the Email Manager or create an email only for that specific attendee.

Need more help? 

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