After you import PowerZapEvent, you will notice three new security roles in your CRM. Each user you want to be able to have some level of use for PowerZapEvent will need one of the security roles below. Users should have only one role assigned as the roles become increasingly restrictive.
The PowerZapEvent Read-only user security role is meant to be assigned to any CRM user who would like to view the PowerZapEvent information, but won’t have access to edit/update/delete the PowerZapEvent related entities.
The PowerZapEvent User security role will give users full access to the PowerZapEvent functionality, including creating and updating events.
PowerZapEvent Service User
The PowerZapEvent Service User security role should be assigned to the person whose CRM login information is entered in the configuration screen, if that user is not a system administrator.
The System Administrators will have full use of PowerZapEvent without any additional PowerZapEvent roles assigned.
Once you have imported and registered the PowerZapEvent solution, click on the ZapEvent tab to define the name you would like checks written to when your events are reconciled. If you do not plan on having paid events you can skip this step.
Creating an Event
To begin creating events, you will need to navigate to the PowerPack section, select Events, and click New.
Proceed to fill out the body of the Event. Required fields are designated with a red asterisks and the Event will not be created until all required fields have been filled in.
The name of the Event, as you want it to appear on the registration website.
There are three different options for the Event Type: Inactive, Active, and Active-Private.
Inactive – no one will be allowed to register for the Event.
Active-Private – only registrants who have the direct URL to access the Event will be able to register for it.
Active – the Event will be open and available to the public.
Event Start/End Date & Time
This is the date, or multiple dates, in which the Event occurs.
Registration Open/Close Date & Time
List the first and last day that are open for registration for the Event. All dates/times will be in Central Standard Time zone.
Show Event Dates Check Box
This will show or hide the event dates on the registration landing page, this box is checked by default.
This is the main description of the Event. This section has a max of 4000 characters and accepts HTML.
Select the Event Category for example: Career Development, Conference, Training, Special Events, etc. The Event Type is used to sort Active events on the ZapEvent All Events page.
Note: Pre-designated categories will be populated into CRM about 24 hours after the installation of PowerZapEvent. If the pre-populated categories do not appear after 24 hours, please open a PowerPack support case in the PowerCare portal.
The name of the event location.
Address, City, State, Zip Code
The exact street address of the event location.
Enter the contact information of the person who will receive the registration notifications.
Show Contact Information
This will show/hide the Contact Info entered in the fields above on the event registration page.
Select an image that will appear in the upper-left corner of the event page. Images should be no more than 158 pixels wide.
To display a video on the event page, enter the video’s URL here.
Event Website URL
If additional information about the event is hosted on your website, you can enter the URL here. The link will be listed on the event page.
Add a Note to Confirmation Email
Enter a message that will display on the bottom of the confirmation email that is received by the registrants.
Add waivers for the event here, registrants will be asked to agree to this waiver before they can register for your event.
Instead of a long URL, for example: http://www.zapevent.com/listactivities.aspx?eventid=154, the Event link can have an easy-to-remember Short Name, for example: http://anytowncareer.zapevent.com.
Note: The text for the short link must not already be in use for another event and must consist of numbers, letters, underscores, or dashes, and also may NOT contain spaces, periods, or special characters.
Add “Am I Registered?” to Event Page checkbox
By checking this box, a search box will appear on the registration landing page that allows participants to see if they have already registered for this Event.
Collect Additional Personal Information?
By default, registrants will be asked for their first name, last name, address, phone number, and email. In tis sections, users can designate additional information they wish to collect.
Info Box Title:
This header is displayed at the top of the personal information section during registration.
Collect Company, Collect Birthdate, Collect Gender:
If any of these boxes are checked, registrants will be required to enter in their company, birthdate, and/or gender during registration.
Note: If it is necessary to have automatic tiered pricing based on a participant’s age, the Birthdate box must be checked.
USAT Waiver Flag
If the event is USA Triathlon sanctioned, check this box to automatically populate the USAT waiver.
Notify Every Order
This box must be checked if there is someone who would like to be notified of new orders. Email notifications will be sent to the email listed in the Contact Information section for this Event. This box is checked by default.
Fees & Payment
This is where the processing fee distribution is determined.
Processing Fee Description:
Fill in the text that will be displayed on the receipt for the Processing Fee.
Processing Fee Additional Amount/Percent:
When initially setting up an Event, these two items will be pre-populated with the standard ZapEvent processing fee. For paid events, ZapEvent charges $1.30 per registration plus 4.9% of the order total paid by credit card. If accepting checks, the check will be collected by you and ZapEvent only collects the $1.30 per registration fee. If you are not charging for your event, ZapEvent will not charge you any fees. There are three options for setting up the processing fees for an Event:
Leave them set as defaulted
Registrants will pay the processing fees during their registration. Your organization will NOT pay any registrant fees.
Set them both to “0” (zero)
The registrants will NOT be charged the processing fees. They will pay the exact amount set for the registration price and the processing fees will be paid by your organization. The processing fees will be deducted from the checks ZapEvent sends your organization.
Set them to a different amount
Choose to set the percentage or straight dollar amount to any other amount. With this option, the processing fee may be “split” by your organization and the registrants in any denomination.
Note: If setting amounts for processing fees, please note the Percentage is added to the total ORDER, the straight dollar amount is added per REGISTRATION.
Accept Checks checkbox
If this box is checked, registrants will be able to process their registration online but then mail a check to your organization.
Note: The “Send Check To” address is the billing address you entered in the PowerZapEvent solution, NOT the Event Address.
After completing the Event section, you will need to select Save in order to continue building your event.
Creating Event Activities
The Event Activity Record is directly related to the Event. The Event is built out through the Event Activities. If the Event has multiple activities, is over a few different days, has different activities at the same time, etc.; these details are determined here.
Creating a New Event Activity
Click on Add in the Activity List grid to add an Event Activity. All columns excluding the Event name can be edited inline. Multiple Event Activities can be added at one time. Be sure to Save before navigating away from this grid or any changes will be lost.
This name will be displayed on the registration page when registrants are choosing an event to register for.
This description will be displayed under the event activity name on the registration page and gives the registrant more information for that specific event activity.
Activities are displayed in alphabetical order unless the order is manually specified.
Set the date/time for this specific Event Activity here.
Specify if this is an individual or team activity.
Individual: This is meant to register an individual or capture only the complete contact information for ONE person.
Team: This is meant to register a team of people and capture all contact information for each team member.
You can open or close an event at any time by changing the Activity Status.
Three options are available in this dropdown Register, Buy, or Donate.
This is a read-only field displaying the event name.
Minimum/Maximum Team Size
This applies only to “team” type activities. The number of participants required to complete a team registration is set here. The maximum can be no more than 20.
Each Event Activity can have its own maximum number of registrations. Inputting “0” (zero) means there is no maximum limit. When a number is entered here, once that number of registrations have been processed, the Event Activity will change to “Registration Closed” and will not allow any more registrations.
Processing Fee Checkbox
When this column is checked, the “Processing Fee” (specified on the main Event page) will be passed along to the registrant for this particular Event Activity. If unchecked, the $1.30 ZapEvent fee will be absorbed by your organization.
Adding Activity Prices and Questions
The Activity Price and Activity Questions grids below are sub-grids of the Activity List. You must first select the Activity you wish to add a price(s) and question(s) to. When you have multiple Activities, you will need to remember to select the next Activity so tat you can add price(s) and question(s).
Activity Prices can be setup as a single price or as tiered pricing based on date or age. Each Activity requires a pricing record in order to be “live”. Creating a $0 (zero dollar) Activity Price will allow the Event Activity to be free of charge. To add an activity price, select Add and edit the fields in each column.
Price Good Till
This will be the last full date the price will be set at that rate.
If all ages will be the same price, leave the entry as 999. If the Event has tiered pricing based on age, input the oldest age that this price will apply to. Age will be calculated for the age the participant will be on the Event day and NOT the day they are registering. In order to use tiered pricing based on Age, the “Collect Birthdate” check box must be selected in the Event tab.
The description of a pricing structure. This text will appear next to the price on the registration landing page.
This price will be applicable to registrants that meet the set criteria. This price does not include any additional/processing fees you’ve passed along to registrants.
Note: Every event activity must have at least one pricing record associated to it. Even if the event is free, there must be a $0 activity price created for that event activity.
Any additional questions (required or optional) that you want to have your registrants answer during registration can be added here. Select Add to insert a new Activity Question.
The Group name will be the bolded header that shows at the top of a group of questions. Groups are listed in alphabetical order. Questions that have the same Group name will be in a box together. If you want the questions to be in the same box as the registration information, leave the Group field blank.
Note: If you don’t want your groups in alphabetical order, add A, B, C, etc. to the front of the group names to place them in the desired display order.
Registration: Displays the Question above the Participant Information OR will ask the Question ONCE for a Team.
Participant: Displays the Question below and inside the Participant Information box OR, will ask the Question for EACH member of a team.
Questions with the same Group Name can be ordered as well. Order “1” will be listed first in the Group.
After the Activity Question is selected, a checkmark will appear in this column if an answer is required.
Clicking in this field opens a Look Up Record where you can add an existing question or create a new one.
To create a new question click New and enter in the required information.
Choose the question field type form the dropdown.
Enter your question here as you want it to appear to registrants.
Define the option set for radio button, drop down, and checkbox questions types.
Checking this box requires the registrant to choose an answer before completing the registration.
Add a footnote to the question to provide instruction or additional information about the question.
Attach an image to be shown with the question.
This column displays the option set of answers defined in the questions set-up.
Promo Codes are an easy way to give out discounts to specific people and/or groups. To add a Promo Code to the Event, click the Add button to insert a new line.
Note: Promo codes are discounted per order. Only ONE promo code can be applied PER ORDER.
Specify the promo code name to be used, the code is not case sensitive but is limited to just numbers and letters.
Promo Codes can be set to discount by percentage or set dollar amount.
Dollar Discount/Percent Discount
Once the Promotion Type has been selected, this field will appear. Choose the percentage or dollar amount desired for this Promotional Code.
Apply to Registration Checkbox
Check this box if the percentage/dollar amount is to be discounted from the Registration price.
Set the date and time (CST) that the code will expire. A date may be selected by clicking the small calendar icon to the right of the blank box. If there is no expiration date, this may be left blank.
Apply to Questions Checkbox
Check this box if the percentage/dollar amount is to be discounted from any additional dollars that were added on because of Question Answers.
Set the maximum times a promo code can be used. After the max is reached, an “invalid” message will display when the code is used.
The Discount Rule is an automatic discount given depending on the number of registrations that are in ONE order. Select the Add button to insert a new discount rule line.
This will be the name of the discount. It will show on the Registrant’s checkout page and on the confirmation email to let them know what the discount is for.
Specify whether the discount is to be a set dollar amount or a percentage of the registration price.
Discount Discount/ Percent Dollar
This is the percentage or dollar amount that will be discounted.
Registration Range Start
Within the designated # of registrants set below, this is the lowest number in the range of registrations that this discount will apply to.
Registration Range End
This is the highest number in the range of registrations that this discount will apply to.
# of Registrations
This is the number of registrations that need to be entered in on one order for the discount to be activated.
Examples of Discount Rules:
“Get $5.00 off per person when you register a group of 5 or more people on one order!”
“Register yourself and 2 friends at the same time and get your registration FREE!”
“Get a team together of 10 people from your school, and register them altogether, each person will receive a $5.00 discount PLUS you’ll get the 10th person FREE!”
The next grid, Event Participants, shows all the people who have registered for the event. You can double-click to open the record and view more details of the registration, including any Activity Questions answered and waivers that were accepted.
Note: It may take up to 2 hours for the registrations to sync to CRM. You will receive an email confirmation shortly after someone registers.
You can also view the registrations by selecting Registrations from the Event’s sub-menu.
This view will list all of the registrations that are associated with this Event Activity. Remember, if you have a team type activity, there may be multiple participants under one registration. If you have an individual type activity, the number of registrations and the number of participants should be the same.
The event’s sub-menu contains several additional areas that provide more information about the event registrations. You can locate these by selecting the chevron next to the event name.
The event orders show each transaction and the amount (if is a paid event), opening the order will show each person registered under that order. The order will also include some additional information about the transaction.
Either “sending check” or a long alphanumeric ID for the particular credit card transaction will be displayed here. If the credit card fails, this will be left blank and means that the participant’s registration is NOT fully paid.
Total dollar amount for the transaction.
Order Entered By
The contact who registered individually or for the team for the Event.
Paid, Confirmation Sent, Reconciled, Charge Reminder Sent
This box will always be checked unless the credit card order failed
This should always be checked. This registration confirmation confirms that an email has been sent to the registrant’s email that was provided during registration. To resend a copy to the registrant, uncheck this box and click Save.
If the order has been reconciled by ZapEvent and paid to your organization, this box will be checked. ZapEvent reconciles orders on the 1st and 15th of every month, or the first business day thereafter. By default, the check will be sent to the address provided in the PowerZapEvent registration screen. To set up direct deposit, please contact firstname.lastname@example.org.
Charge Reminder Sent
An email is sent to the registrant a few days after they have placed their registration to remind them of the charge and that ZapEvent, LLC will be listed on their credit card statement. Once this box is checked, the email has been sent.
Track order changes.
Refunded, credited, transferred, or other: this is for the Event Director’s use and does NOT affect the amount of the original transaction. It is a way to track changes made to the order. If the displayed choices are not relevant, a new “adjustment code” can be created.
Amount of change to the order.
If checks are accepted for the Event, check this box when the check payment is received in the mail.
Note: Adjustment code, amount, and note are all columns that you can choose to display in your Registration Report.
In this section you will see a list of all registrations for this event. To view more registration details for a particular registrant, double click it to open the record:
Each registration can have more than one participant. All participants under this registration will be listed in this view along with any answers to Activity Questions.
The Participants section provides an overview of the people that have registered for any particular event and can be filtered by event name, activity name, or question. When someone registers for an Event they become a contact in CRM. Duplicates are detected based on first, the contact’s “ZapEvent ID” (located on the contact record). If the contact’s ZapEvent ID is not found in the CRM, a duplicate will be detected based on exact match on: first name, last name, and email address. If a duplicate is not found a new contact will be created.
Note: Participant records will not be able to be opened from this view.
This is the Question bank for all of the Events in CRM. Questions created here, or from the Activity Question portion, will all appear in this view. These Questions may be reused for any Event/Event Activity.
This section allows you to see or create waivers to add to your events, which registrants have to accept before they are able to register. Waivers can always be edited at a later date, but the name of the Waiver cannot change.
Note: The waiver box only accepts plain text and does not support HTML. If your Event requires a USAT Waiver, there is NO need to paste that text here, it can automatically insert the required text. There will be a check box on the main Event record that allows a USAT Waiver to be associated to the Event:
Setting up Event Series
This entity allows Events to be grouped into a Series. Similar to the way Event Activities relate to Events, Events are related to Series. Within this entity, Registrants are able to register for one Event Activity and be automatically registered for others. Registrants are able to register across the specified Events for numerous Event Activities; these can all be paid for with one transaction/credit card. This functionality allows to group Events for reporting and other analytics regarding the related Events in the Series.
How to create an Event Series
PowerZapEvent allows users to create multiple events and event activities, and then Map them to one event in CRM.
Example: You want to give people a deal for registering early. You can create an event at a lower price, and then map that in CRM to report on it like they registered for the Main Event itself.
You need to have the event and event activities you would like to Map From created, as well as the event and event activities you would like to Map to.
In the screenshots below, you can see that the event and event activities we would like to Map From, and the one we would like to Map to have been created:
Now, Navigate to Series Setup and select New:
Now, when someone registers for the event Training Session and Training Session Event Activity, they will be mapped over to Training Session 2, Training Session 2 Event Activity.
How to Create a New View for Series Setup for PowerZapEvent:
In your Advanced Find, look for Series Setups. In the below screenshot, we’ve started on the Active Series setup view:
Then, select Edit Columns in your advanced find. A new window will open, and this is where you will be able to make changes to the view. Remove the Name Field by clicking on the field and selecting Remove:
Now that this field has been removed, you will select to Add Columns. A new window will pop up, choose the following fields: Event (Map From), Event (Map To), Event Activity (Map From), and Event Activity (Map To). Then, select OK:
You may now choose to make the newly added columns wider or change the order the fields display. In our view below, we’ve moved Created On to the end of the row, and also increased the width of our columns. You may add additional fields if you would like to. When you are happy with your view, Hit OK:
You are not able to make edits to a view in a managed solution, so you will need to Save As a new view. We chose to name our new view “My Active Series Setups.”
Now, you will have this view as an option when in the Series Setup Area:
Hover over the chevron next to the desired Event and select Event Miscellaneous.
Preview your Event Page
Click here at any time to view your event listing. If an order is created while previewing the Event, it will show up as a real order in CRM.
This report reflects the details of the Event on the order/registration ZapEvent side. The report displays the basics of how many people have registered/donated, a demographic breakdown of registrants, and summaries of answers to any additional questions that were added to the registration form. The report can be viewed in the browser or exported to Excel.
If there is a Past Event that needs to be recreated, it is possible with PowerZapEvent to copy the Event and recreate a duplicate Event without having to interfere with the data connected to the past Event. When copying an Event, the default Event-type is will be set to inactive.
Note: DO NOT just modify the previous event with your new dates/times, etc. and reopen the same event. Doing this will keep all of last year’s registrations tied to the Event. All of the reporting will contain both last year’s and this year’s orders.
**Remember to update the dates in the Event Record, Activity Record, and the Activity Price Record.**
Event Buttons & Links
This will provide the HTML codes to add buttons to your website to take participants directly to your ZapEvent listing.
Publish to Facebook
This button will automatically publish a link to the Event on a Facebook site. Once ZapEvent and Facebook have been connected, this will be available to use.
It is possible to display images on the Event Registration Page. These images will be shown as thumbnail size and may be clicked on to be viewed as larger images. Upload any desired photos to the Picture Gallery to select the images on the Event Landing Page. To do this, navigate to the Picture Gallery under the particular Event.
To upload a picture to the picture gallery, click on “Add” or drag and drop your image(s) into the image pane. To delete any of the loaded images, simply select the image, and click on “Delete”. To preview any of the pictures click on the arrows on the left or right of the image pane.
Note: Image file must be (.jpg, .gif, .png, .bmp) to be uploaded into the picture gallery.
If a participant would like to cancel their registration, you can cancel their registration by opening the registration record, and checking the “Cancel Registration” checkbox. Checking this box will exclude this registration from being counted against your maximum registrations, and will also be removed from the registration report.
Note: ZapEvent will not refund you for a canceled registration. It will be up to you, as the event owner, to decide how you’d like to handle cancellations and refunds.
To uninstall, first delete any events you have created with PowerZapEvent. Then uninstall as usual, by deleting the solution from the solutions list in CRM. Deleting the solution from your system will erase all records and activities associated with the solution.
If you wish to keep this information in your system, you can open the PowerZapEvent solution, select “Unsubscribe” and select Save.