Outline of procedure:

1. Create the new event in CiviCRM.

2. Test the registration process, including payment

Note: The word “event” refers here to a FESAus course or event or a FESAus technical or committee meeting.

Detailed steps:

Before starting, you need to have:

• Any picture you wish to feature in the event announcement.
• The text of the event announcement, inc. venue, time and date details.
• The cost structure.
• Website Joomla backend privileges.

1. Creation of the new event in CiviCRM.

• Log on to the back end of the website (Joomla).
• Go to Components / CiviCRM / CiviEvent
• Click on “New Event” and fill in the 5 screens that follow.
• Screen 1 of 5: Event Information and Settings
  
  • “Event Type”: select appropriately, should be “FESAus ” (non FESAus events should not normally be registered in CiviCRM).
  • “Participant Role”: normally leave at default (“Attendee”).
  • “Participant Listing”: normally leave at default (“Disabled”).
  • “Event title”
    xxxx
  • “Event summary”
    xxxx
  • “Complete description”
    xxxx
  • Start date & End date & times: select appropriately the dates for the event itself.
  • “Max Number of Participants”: set appropriately or use 200 as an upper bound.
  • Tick the boxes for “Public Event” and “Is this event active”?
  • Other fields are left at default or blank right now.
  • “Continue” to next screen
• Screen 2 of 5: Event Location and Contact Information
  
  • Choose location or create new location, as required.  Make sure you get this information correct!
  • Enter “Email”: admin@fesaus.org
  • Tick “Show Location” box.
  • “Continue” to next screen
• Screen 3 of 5: Event Fees
  
  • If there is a cost to attend the event, tick the “yes” radio button, otherwise “Continue” to next screen.
  • “Payment processor”: eWay
  • “Contribution type: “Course fee” or “Event fee”, as required.
  • “Fee labels”: normally leave at default (“Event fee(s)”).
  • Do not tick “Pay Later” option, as we do not want to give participants that option (too much of a hassle to manage).
  • “Regular fees”: enter the fees on as many lines as required.  For example:
    FESAus members:       10 $
    Non-members:             20 $    (default)
  • Set the default fee appropriately – preferably to the most expensive option, as people are less likely to select the wrong cost for them if that cost is the highest.
  • “Continue” to next screen
• Screen 4 of 5: Online Registration
  
  • Tick “Allow Online Registration”.
  • “Registration Link Text”
  • Fill in “Registration Start Date” with a suitable date, e.g. today’s, & “Registration End Date” with, e.g., 1 or 2 days before the event.
  • Tick “Register multiple participants?” and “Allow multiple registrations from the same email address?”.
  • “Registration Screen”: xxx
  • “Confirmation Screen”: xxxx
  • “Thank you Screen”: xxx
  • “Confirmation Email”: tick the yes button.
    Text:
    “xxx”
  • From: Formation Evaluation Society of Australia (FESAus)
  • From email: admin@fesaus.org
  • cc confirmation to: admin@fesaus.org  (seems to be best to put this as cc than bcc)
  • “Continue” to next screen
• Screen 5 of 5: Tell a friend
  
  • Skip this and “Continue” to next screen

To test the financial side of the registration process, use the Visa credit card number 4444333322221111 with any validation code and expiry date, and it should work until the last step, where it should fail with the message “Unable to route transaction”.

Caveats:

• Access to this functionality should be very limited, only to the absolutely required (e.g. treasurer + administrator).  If you feel that you need access, please contact the webmasters

Please treat this information confidentially, particularly your user id and password for FESAus website administration.
Written by Martin Storey on 13-Aug-2009