Guidebook Registration

Guidebook Registration simplifies your event planning: manage all aspects of event registration in one place. In conjunction with an Event Marketing Website and a powerful mobile app powered by Guidebook, you can support your audiences from end-to-end: covering everything from promotion to attendee engagement to post-event analysis. Whether planning a small workshop or a large conference, Guidebook Registration has the tools you need to ensure your attendees have a smooth, enjoyable experience. 

Getting Started With Guidebook Registration

To configure Registration, visit your guide dashboard. Then click Customize your tickets, in the Registration box. 

In the top-left corner of the Registration configuration page, click Add tickets to your event.

You can add ticket types and organize them into ticket groups.

Configuring A Ticket

Common ticket types include General Admission, VIP, Sponsor, One-day pass, Multi-day pass, and Donation.

There are 4 tabs:

1. Ticket Details – Provide the ticket name. The ticket description is optional.
2. Ticket Availability – Set the price for the ticket type. Then, set the sales start and end dates. You can specify the total number of tickets available and the maximum number of tickets allowed per order.
   You can also choose whether to show tickets, giving you more flexibility & control over sales. When not enabled, the ticket type is hidden from view. 
   • If a ticket is free, you can hide the price from end users, providing a cleaner, more efficient checkout process.
3. Registration Form - First name, last name, and email are required for all registrants. You can add other questions (optional or required) to collect additional information.
   • Registration forms allow you to add multiple choice, dropdown, checkbox, branching path, free response, date, and PDF question types.
4. Confirmation Message - Customize the confirmation email that registrants will receive. Include a welcome message or important instructions.

Configuring Ticket Groups

With ticket groups, you can organize tickets on your main registration page. Alternatively, you can use ticket groups to create separate registration pages where only certain tickets appear, because each ticket group has its own URL.

Simply drag and drop ticket types into a group. Then click into the ticket group to edit its name, choose whether it appears on the main registration page, and access its dedicated URL.

Linking Attendee Groups to Tickets

When event organizers create a Ticket Type in Registration, they have the choice to link the Ticket Type to an Attendee Group.

Existing groups created in the Audience Management tab of your guide, will show up as drop down options. You can choose to link an existing group to the ticket, or create a new group by typing the new group name in the Linked Attendee Group field.

Creating a group this way will also add the new group to the Audience Management tab in your guide under Groups. 

Note: The Ticket-Type-to-Attendee-Group link is not a continuous sync; it’s a one-time action at the time of registration.

Managing Discounts

You can create discount codes by clicking on Discounts in the lower right corner. Provide the code, the amount off as a percent or in selected currency, and then provide the dates when the code will work. You can also choose to set the number of times the discount code can be used. The purchaser will only be able to input one code per order.

Setting Up Your Registration Website

Provide event details and configure branding to customize your registration website.

1. Event Details – Provide the event name, location, dates, and a contact email. The event description and address field is optional. 
2. Branding – Choose three colors to theme your registration website. Then, provide a logo. This image will appear on your registration website and in emails sent to purchasers & registrants.

Publish And Share

Once you've configured your ticket and event details, you may be prompted to complete additional steps. If you need to accept the registration terms of service, follow the prompt on the right side of the screen. If you need to configure your Stripe account for paid ticketing, follow the prompt on the right side of the screen.

If the guide is owned by an individual, the guide owner can manage registration-related items from their account view (learn more here). If the guide is owned by an organization, an organization administrator can manage registration-related items from the organization dashboard (learn more here).

Once you have completed all required items, you will see the option to publish your registration website.

You are now ready to share your website URL with potential attendees via email, social media, and signage.

The registration website URL is automatically generated and cannot be customized.

Integration With Event Marketing Website

If you are using Guidebook’s Event Marketing Website, you can set the Call-to-Action button to direct attendees to your Guidebook Registration website. Learn more about the Event Marketing Website here. 

What Your Attendees Will See

Visitors to your registration website will see the event and ticket details. They will be able to:

1. Select their ticket(s).
2. Fill out registration form(s)
3. Complete their purchase via Stripe

After completing registration, the purchaser receives a receipt, and each attendee receives a confirmation email (their "ticket").

The receipt and confirmation email are sent from registration@guidebook.com. Below is an example of the receipt.

Below is an example of the confirmation email. 

Managing Registration Data

Manage Orders and Registrations in Builder. You can also create orders from within Builder.

1. Orders – View and export order information. You can resend confirmation emails or cancel entire orders. 
2. Registrations – View and export individual registrations. You can resend confirmation emails, cancel tickets, and even modify registration form responses.

If you change an email address, a confirmation email will be automatically sent to the registrant.  You can choose to resend confirmation emails for other form data changes.

How to Export Your Registration Data

1. In Builder, open your guide and go to Registrations in the left-hand menu. This opens the Manage Registrants screen, where you'll see all of your registrants.
2. (Optional) Use the search field to find a specific order number, purchaser, or email, or click any column header to sort the list.
3. Click Export to CSV in the top toolbar and choose what to include:
   • All active orders exports only active registrations, leaving out anything cancelled.
   • All orders exports everything, including cancelled orders.
4. Your data downloads as a CSV file you can open in any spreadsheet app. This will be emailed to you after the export is complete.

Your export includes a row per ticket with the order date, ticket and order IDs, ticket type, registrant's first name, last name, and email, total, and status. Any custom questions from your registration form are included as well, shown as paired question-and-answer columns – so you'll see each registrant's responses alongside their details.

Exporting orders: To export order-level data instead of individual registrations, go to Orders in the left-hand menu to open the Manage Orders screen. It works the same way – click Export to CSV and choose All active orders or All orders. The orders export is organized by order rather than by ticket, showing the order date, order number, purchaser name and email, order status (such as Paid or Refund Complete), and total.

Integration With Guidebook App

Registrants are automatically added to your guide's user list. When you cancel an order or ticket, you can also remove the registrant from the guide's user list. Learn more about managing guide users here. 

Analytics

From the dashboard, visit Metrics. Then access the Registration tab to view and export data.

You will be able to access metrics for website views and registrations by ticket type.

Frequently Asked Questions

What is the difference between a ticket type and a ticket group?
A ticket type is a category or classification of tickets with rules for price and availability. Common types of tickets include One-Day Pass and VIP. When someone registers, they choose a ticket type and purchase that kind of ticket.

A ticket group is like a folder that contains ticket types. Use ticket groups to organize your various registration offerings on the webpage. Further, each ticket group has its own URL so you can create separate webpages that only display a selection of ticket types (e.g. Sponsor registration or Pre-Conference Workshop registration).

Which currencies are supported?
Guidebook Registration supports the pound sterling (GBP) and the United States dollar (USD).

Is it possible to change the URL of my registration page?
For security reasons, registration URLs are randomly generated and can not be changed to reduce the possibility of ticket scalping.

Can a max ticket allotment be set across all types?

Currently, our Registration system allows you to set capacity limits for individual ticket types; however, there is no built-in feature to set an overall maximum across all ticket types combined.

Can a user initiate cancellations, or does it need to be an admin?

For registration changes, such as updating form responses or modifying ticket information, these must be done by an admin through Builder in the Registrations section.

Can I cancel one ticket out of the group of tickets I purchased?

Yes! Here's how to handle it:
Canceling the individual ticket:

• Go to the Registrations section in Builder
• Find the specific ticket registration
• Cancel just that one ticket
• You can also choose to remove the user from the guide's user list when canceling

• Process the refund through your Stripe Connected Account
• Go to the Payments tab in Stripe to handle the partial refund for just that one cancelled ticket

How should I price my tickets?
The formulas below are based on Service Fees of $0.99 + 2.5% per transaction and Stripe Fees of $0.30 + 2.9% per transaction.

If you would like to pass the ticket fees onto your customer, use the formula below to calculate the price you should charge per ticket:

RETAIL PRICE PER TICKET = ([AMOUNT PER TICKET YOU WOULD LIKE TO RECEIVE] + $1.29) / (.946)

Replace the [AMOUNT PER TICKET YOU WOULD LIKE TO RECEIVE] with the desired value. For instance, if you want $100 to be deposited in your account for every ticket sold, you would calculate ($100 + $1.29)/(.946) = ($101.29)/(.946) = $107.07. You would charge your audience $107.07 per ticket.

If you would like to cover the costs of the fees, you can use the formula below to calculate how much money you would receive per ticket:

AMOUNT PER TICKET YOU WOULD RECEIVE = [PRICE PER TICKET] x (.946) - $1.29

Replace the [PRICE PER TICKET] with the amount you’ll be charging to your audience. For instance, if you will be charging $100 per ticket, you would calculate ($100) x (.946) - $1.29 = $94.6 - $1.29 = $93.31. You would receive $93.31 for each $100 ticket sold.

I need help with my Stripe Connected Account.
Learn more about the Stripe integration here. If you need further assistance, we recommend contacting Stripe support here.