Wild Apricot Blog

View: Tags | Archives

3 Popular Event Registration Hacks to Save You Time

Kate Hawkes 30 April 2019 0 comments

Event registration hacks

 

Many of the organizations we chat with tell us that keeping on top of event registrations can be a challenge for them, especially when you have a small team. Transferring registrants to new events, adding registrants from lists and spreadsheets, and sharing the list with other team members can take up time you could be spending on attracting more registrants and planning your event

 

Lots of our customers asked on our Wishlist Forum if we could find ways to make these processes easier. As we'll show you in this post, there are now 3 new ways you can reduce your administrative work on event registrations using these new templates on Integromat.

In this post, you'll learn how to:

If you haven't heard of Integromat yet, it's a tool you can use to automate manual processes and connect between apps, without needing to write any code. You can find an introduction to Integromat in this post.

 

The solutions we show you below use templates pre-built series of steps our developers have created, so all you need to do is to enter some information and you'll be ready to speed up your event admin work.


How to Get Started

For all these scenarios, you’ll need an Integromat account. You can create one for free by clicking here. Once you have an Integromat account, you can connect it to your Wild Apricot using the API – click here to see how.

These scenarios also use Wild Apricot Event ID and Google Sheets ID. Here’s how to find them:

Event ID

You can find the Event ID by logging into your Wild Apricot account and finding the Event Details page of the event you want to use. The event ID is the number following ‘event-’ in the URL.

Event ID example - smaller

Google Sheets ID

You can find a Google sheet ID in its URL.

Google sheet ID example - edited

Template 1: Clone an event with registrants

Event cloned 2

How can it help me?

If you run repeated events with the same registrants, for example regular board meetings, this can save time for your members since they won’t need to re-register. You can run this scenario to immediately create a copy of your event, including all the registrants.


What do I need to get started?

To run this scenario, you’ll need:

  • An event you’ve already created that has registrants.


How to clone an event with registrants

1. Create a scenario from the pre-loaded template in Integromat

  • Log in to your Integromat account and choose Templates from the menu.

  • Filter the templates by typing ‘Wild Apricot’ in the search bar.

  • Find and click on the Clone an event with registrants template.

  • Click the Create new scenario from template button.

2. Complete the template

  • In the Step 1 box that appears, add your Wild Apricot connection. For instructions on how to do this, see the section titled Working with Integromat templates on this page.

  • Enter the EventID for the event you want to clone.

  • Continue through the rest of the template — click Continue for each module, and confirm your Wild Apricot connection when requested.

3. Clone your event

  • Whenever you want to clone an event, click the first module of the scenario and enter the event ID of the event you want to copy.

  • Click OK, and then click Run once.

Are there any restrictions on this scenario?

  • If your registrants have guests, these won’t be copied.

  • Any people on the waitlist won’t be copied

  • Registration confirmation emails aren’t automatically set up for your new event.

WA trial banner

Template 2: Export registrations into Google sheet


How can it help me?

With this scenario, you can quickly transfer a list of registrants from your Wild Apricot account to a Google sheet – for example, to share the list with someone who doesn’t have access to your Wild Apricot account.

What do I need to get started?

To run this scenario, you’ll need:

  • An event you’ve already created that has registrants

  • An empty Google sheet

How to export registrants to a Google sheet

1. Create a scenario from the pre-loaded template in Integromat

  • Log in to your Integromat account and choose Templates from the menu.

  • Filter the templates by typing ‘Wild Apricot’ in the search bar.

  • Find and click on the Export Wild Apricot registrations into Google sheet template

  • Click the Create new scenario from template button.

2. Complete the template

  • In the box that appears titled Step 1, add your Wild Apricot connection. For instructions on how to do this, see the section titled Working with Integromat templates on this page.

  • Enter the Event ID of the event you want to export the registrants list from.

  • Enter the ID of the Google spreadsheet you want to export the list to.

  • In the box that appears titled Step 3, enter the name of the tab inside the Google spreadsheet you want to export the registrants to. This is set to “Sheet1” by default.

  • Continue through the rest of the template — click Continue for each module, and confirm your Wild Apricot connection and Google connection when requested.

3. Export the list of registrants

  • Whenever you want to export a list of registrants, click the first module of the scenario.

  • Enter the relevant Event ID, Google spreadsheet ID and sheet name.

  • Click OK, and then click Run once.


Are there any restrictions on this scenario?

  • If your registrants have guests, these won’t be copied.

  • The template will export the following details about registrants: user ID, registration type, first name, last name, registration fields

    Webhooks banner

Template 3: Import registrations to an event

 

Export sheet - integromat post 2


How can it help me?

If you need to add multiple registrations from a Google sheet to an event in your Wild Apricot account, this will import them all with a few clicks. This also works if your list is in Excel – just convert it to a Google sheet (click here for instructions) and follow the instructions below.

What do I need to get started?

  • An event you’ve already created that has registration types.

  • A Google sheet. Row 1 should be used for headers only, with the data starting on Row 2. This sheet should use columns with these headings, in this order (the image above shows an example):

    • Registration type

    • User ID

    • Email

    • First name

    • Last name

 

How does the scenario work?

  • To create the registration, the scenario uses the Registration type you include in the Google sheet.

  • The scenario uses the user ID from the Google sheet to find the contact.

    • If there isn’t a user ID in the sheet, the system will find the contact by their email address.
    • If there isn’t an email address, the system will find the contact by their first and last names.
  • If the system can’t find the right contact using the information from the sheet, it will automatically create one.

  • If a contact is already registered for this event, their registration will be updated with the information from the Registration type column from the Google sheet.

How to import registrations to an event

Create a scenario from the pre-loaded template in Integromat

  • Log in to your Integromat account, and choose Templates from the menu.
  • Filter the templates by entering Wild Apricot in the search bar.

  • Find and click on the Import Wild Apricot registrations to an event template

  • Click the Create new scenario from template button.

Complete the template

  • In the box that appears titled Step 1, add your Wild Apricot connection. For instructions on how to do this, see the section titled Working with Integromat templates on this page.

  • Enter the Event ID for the event you want to import registrations to.

  • Enter the ID of the Google spreadsheet you want to export the list from.

  • In the box that appears titled Step 3, enter the name of the tab inside the Google spreadsheet that you want to export data from. It is set to “Sheet1” by default

  • Continue through the rest of the template — click Continue for each module, and confirm your Wild Apricot connection and Google connection when requested.

Import registrations

  • Whenever you want to import registrants, click the first module of the scenario.

  • Enter the relevant Event ID, Google spreadsheet ID and sheet name.

  • Click OK, and then click Run once.

Are there any restrictions on this scenario?

  • You can’t import registrations into a waitlist.

  • You can only import the registration type, user ID, e-mail, first name and last name fields.

  • For every registration you import, there needs to be a registration type.

  • For each registrant, there needs to be at least one of the following:

    • User ID

    • Email

    • First name and last name

 

And that's how to do it! To see what else you can do with Integromat, see these pages:

Kate Hawkes

Posted by Kate Hawkes

Published Tuesday, 30 April 2019 at 1:52 PM
Sorry, this blog post is closed for further comments.

Search: WildApricot.com 

About results ( seconds) Sort by: 
Sorry, an error occured when performing search.
Scroll to top