Using Guest Registration for Your Classic Experience Flex Event

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Guest registration records who your invitees are planning on bringing along, usually a spouse or child. Guests can be free or paid for by the individual registering them. Registrants will always be attached to their guests. If plans change, they can modify or cancel their guest's registrations themselves.
 
 
NOTE: Guest registration should not be confused with group registration, a different feature used for registering multiple people at the same time.


1 Enable guest registration. Begin by selecting your Flex event. Hover over Event Details and, under General, click Event Configuration.
 

NOTE: These instructions are for the Classic User Experience. For the New User Experience, reference this article instead.

 
Click Edit and scroll down to the Website & Registration section. Check Guest Registration, then click Save.
 

User-added image
 

2 Charge a fee, if necessary. To charge a fee, you'll first need to create a guest registration type. Do so by hovering over Event Details and, under General, clicking Registration Types. Click Edit and continue adding a guest registration type.
 

To assign the fee to the registration type, hover over Event Details, and under Pricing, click
Fees. Select the correct item from the dropdown and associate it to the guest registration type. Continue adding fees for your guest admission items and sessions.
 

3 Access the Site Designer. Hover over Website & Registration and, under Registration, click Registration Process. Select your registration path from the dropdown. To the right of the page you want to add the guest option to, click Customize.

4 Add the Guest Registration widget to the canvas. Click Build to the right of the canvas, and, under Registration Actions, drag and drop Guest Registration onto the canvas.
 

 User-added image
 

Additional options will appear to the right. In the "Display choices as" section, choose how it will appear. Your options are:

  • Button - This should be used if you need to collect additional information, such as the guests' names, additional contact fields, and registration questions.
  • Dropdown - This should be used if you don't need to collect the guests' names or information, but only need to know the number of guests a registrant is bringing.


Then, scroll down to customize the Guest Registration button text, if you selected the button option, set a minimum and maximum of the number of guests allowed to be added, and determine if you want to assign the invitee's agenda items to their guests automatically.
 

NOTE: By default, invitees have the option to select up to ten guests, however, you can limit the number of guests by entering the minimum or maximum in the "Number of guests allowed" field.

In the Advanced Settings section, you can determine if you want to add new guests to your account-wide Address Book. Click Address Book Settings, then toggle "Add new guests to the Address Book" to green. If you want to add these new guests to a separate contact group, toggle "Add new guests to a Contact Group" to green, then select the contact group from the dropdown or click Create Contact Group to create a new one.
 
User-added image

Determine if you want to keep or remove the guest from the contact group if their registration gets cancelled. Then click the arrow in the top-left to return to the widget settings.
 
NOTE: Registrants will need to provide a different email address for their guests if you have this setting enabled.
 
To return to the full list of guest settings, click the back arrow in the top-left of the widget. Scroll back down to the Advanced Settings section. If you want to prevent registrants from being guests and guests from being registrants, toggle "Accepted registrants can be added as guests and registrant's guests can register on their own" to grey.
 
Your header and instruction text can be customized by editing the settings under Display Settings.

If you are using multiple registration paths, you will want to repeat this step for each path as needed.

 
5 Limit your guest registration type selection. In the top left of the canvas, click the Registration Page dropdown, and scroll down to the Other Pages section. Click Guest Information. If you haven't already, click Build. Under Registration Actions, drag and drop the Registration Type widget on to the canvas.  Toggle "Limit available registration types" to green, and click Select Registration Types.

 

User-added image


From the dropdown, check your guest registration type. If you are using multiple registration paths, you will want to repeat this step for each path as needed.
 

NOTE: Make sure to limit the initial registration type selection if you do not want "guest" as an option.

 
6 Customize your guest information. Drag and drop each widget you want to add to your guest information pop-up onto the canvas. For each one, establish how it will display. Your options will vary depending on the widget.

To add a question for each guest, click Build. Drag and drop a standard contact field, custom contact field, or question widget onto the canvas. In the additional settings to the right, customize the question and determine if it will be optional or required for the primary registrant to answer. 

Once you're done, click Save to preserve your changes, or Publish to make these changes visible to invitees.

7 Establish who will receive guest-related emails. Hover over Promotion & Communication and, under Email, click Recipient Settings. If necessary, select a path.

Click Edit. In the Guest Settings section, 
use the checkboxes in to determine who receives what emails.
 

User-added image

 
Click Save. If you have multiple registration paths, you'll need to repeat this process for each one.

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