Log into your club account and select the Create a Registration Form option at the top of your home page.
Fill in basic information about your event registration. Some of the important settings are described below:
- Registration Form Title – this is the main title of the registration and will be displayed on both the registration listing on zone4.ca and at the top of your public registration page.
- Sport or Event Type – The Zone4 home page will display the sport icon, making it easier for people to find your event using the sport/event filter settings!
- Open and Close Date and Time – Your registration must have an open and close date. This controls when the registration will be open to the public and be visible in the main registration listings on zone4.ca.
- Contact Email – So registrants know who to contact regarding registration questions and changes.
If you have previously created a registration form for an event that has many of the same settings as the one you are making now, you can choose to copy settings from a previous form, or you can choose to copy a “shared template” from another Zone4 user.
Once you have filled in all the relevant information select Create Form at the bottom of your page (pictured below).
From the overview page click on the Menu drop down menu and select Basic Info.
This is where you can edit general settings governing your registration. Here you will be able to edit the information you already filled out when you created your form. You will also be able to add additional contact information to your registration form.
Contact Information: This is important information so that registrants can contact a club administrator about the event or registration if they have any questions.
To get to the Registration Settings page click the Menu button in the top left corner and select Registration Settings from the drop down menu.
In this page you will be able to set the number of people allowed to register in your event as well as the payment methods.
This is important if you have a limited number of spots available in your registration. Once the number of people register meets this number, no new registrations will be accepted.
To change your registration cut-off simply type the desired number of registrants into the box.
If you have a race were people must register as groups, you can click on the More Limits button. This opens up a window where you can change the number of Carts (includes groups and individuals) allowed to register for your race. You can also set a minimum and maximum number of people per Cart and a maximum fee per cart.
Price Change Dates
This is where you select dates for price increases to take effect. These prices will be defined in the Fee Fields as covered in the Complete Guide for Registration Fields and Form Elements. This is useful if you want to have an early bird price and or a late registration price.
You can set these dates by simply typing them into the date field or using the calendar. Set the time by typing it into the time field.
Here you can select one of two options for who pays the procesing fee:
- Charge processing fees to registrants: Each registrant will pay their processing fee directly .
- Pay processing fees directly: For this option the club pay all processing fees and the fee will be hidden in the club pricing. Most clubs opt for this method as it makes both the credit card and cash/cheque payment options appear to be the same price, reducing any incentive to pay by cash/cheque. Clubs will usually raise their race fees to take the full credit card processing fee into account. In this case the club will actually get 3% more from anyone who still decides to pay by cash/cheque. This will help offset for the extra time and hassle the club has to spend dealing with these manual payments.
Accepted Payment Methods
In this section you can select which methods registrants are allowed to use to pay. Registrations can be either:
- Credit Card Only
- Cash/Cheque Only
- Credit Card and Cash/Cheque and registrants can then choose.
Cash / Cheque Payment Instructions – If you enable the Allow Cash/Cheque Payments option, then you need to tell people how they should make the cash/cheque payments. Include details like who to make the cheque out to, where and who should the payments be sent/delivered to. This information is displayed on both the registration pages and on the e-mail receipt/invoice sent out telling them how much they own and how to pay.
Here you can choose whether to charge tax on your registration fees. If you decide to charge tax, the tax will be collected by Zone4 and then will be remit to your club. Zone4 will not pay the tax to the government for you.
Tax Rate – If you are charging tax, you can set any tax rate (as a percentage) you want on registrations. This amount will be assessed on any fee fields that you have marked as
Taxable on your registration form.
You must enter a refund policy for each registration. This policy will be displayed to registrants on the last step of the form. Currently all refunds must be done manually by the club, unless you are a club with your own online merchant account. Credit card transactions processed through Zone4’s merchant account cannot be refunded directly to the registrants card. You have three options for your refund policy:
- No Refund: Once registered registrants will not be able to get their money back
- Refunds in special cases only: The definition of special case is up to you, so it allows you to determine refunds on a case by case basis.
- Something Else…: This gives you the option of clearly writing out your own refund policy so that people can see it when they register.
If you are using Zone4’s merchant account, collected funds will be remit to the bank account defined in your Remittance Info area. Select this account in the Remittance Account drop down menu. If you are a merchant account club, this drop down specifies the account Zone4 will use for EFT debits for processing fees and any CCC Member fees assesses as described here: CCC Membership.
You can also specify the person you want to receive the statements, by putting their email into the Send statements to: field.
The Remittance Threshold is the amount of money that must be collected before Zone4 makes a deposit into your account. You can change this by writing the desired amount in the Remittance Threshold field.
Here you can add an email to Send a copy each receipt to field if you would like to receive an email every time someone registers for your event. You can also add and email to “Receipt Reply to”. By default, replies to email receipts are sent to firstname.lastname@example.org and automatically discarded. If you would like to receive replies to receipts, enter an email address here. You can also customize what the receipt email will say and look like to the registrants by typing in the Custom Receipt Text.
Here you can manage who can edit this registration form from your organization. Click the Manage Permissions button to change the administration privileges of any member for this registration form.
Merchant Account Specific Settings
If your club has it’s own merchant account with Zone4, you have access to some additional settings.
- Credit Card Charge Schedule – Choose whether you want to immediately process transactions upon registration or at a later date.
- Credit Card Fee – With your own online merchant account, your merchant provider will assess a fee on all transactions in the range of 2.3%-2.5%. As a result, Zone4 allows you to set the credit card fee rate that you would like to pass onto your registrants. Because you don’t know the exact rate ahead of time that different cards will incur on your merchant account it is recommended to set the credit card fee to around 3 %. This will cover some or all of the most likely processing fee that will get charged to you. In some ways, this % fee is a tax that you are adding onto your registrants to help you cover the costs of their credit cards. Some clubs elect to set this to 0% and count the fees assessed to them as the cost of doing business. It’s very much a club decision and no right or wrong way to go.
Next you will need to use the Edit Form page to build your registration form. This can be access by either clicking the Edit Form button in the top left of your page or by clicking Menu and then selecting Edit Form from the drop down menu.
This is where you will configure various fields that will dictate what information you will collect from registrants. Documentation on editing your registration form can be found here.
Once you have built your form you will need to publish it. To get to the publishing page either click the Publish button in the top left of your page or by clicking Menu and then selecting Publish from the drop down menu.
Until a registration form has been published, it will not be able to collect any fees or registrant information. When your registration form has been published, it will be “live” and accept new registrations from the open date until the close date that you set. For more on publishing a registration form, click here.
Once your registration form has been created and published, you will be able to create reports with all the data you collect from registrants. This is useful if you are handing out something like a T-shirt at your event, since you will be able to create a report that lists the number of T-shirts you need to order and what sizes. You can also search for a specific person or group here. To learn more about the Reports section of your registration click here.
To get to the reports page either click the Reports button in the top left of your page or by clicking Menu and then selecting Reports from the drop down menu.