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2. First Time Configuration
The Event table is the core of the APIS system. This table contains the majority of the master settings for your event, where you can configure:
- The name, website, location, venue, start and end date, supported charity (if any), the location of your code of conduct, and badge printing template.
- Timing of the opening and closing of the attendee, dealer, staff, and onsite registration forms.
- Whether or not to allow minors to pre-register online.
- What type of address data to collect for payment processing.
- Email addresses to display in the event a general notification or error message needs to be displayed.
- Discount codes automatically applied to certain scenarios.
- Dealer pricing configuration.
In the Event, under the Online Registration Options section, Check the Allow online minor registration checkbox in the event and click save. Without this enabled, the attendee registration form will prevent anyone who enters a birthdate that would make them under 18 at the first day of the event to register. The checkout page and the payment email will feature additional text that will appear when a minor is in the order, reminding them that a permission form must be filled out in order to attend. If special pricing types for minors are needed, they should be configured in Price Levels, given a min and max age, marked as a minor, and marked as public.
Several sections of text should be vetted by a Registration department representative before enabling this in a production environment:
- The "Why do we need this?" birthday popup text at the top of the registration-form.html template.
- The minor instructions section of the checkout.html template.
- The minor instructions sections of the registration_payment.html and registration_payment.txt email templates.
- (optional) Any supplemental description text on minor price types.
The system sends automated emails at several points in the various registration workflows. The logic and template selection for these emails are all in the file registration/emails.py. Templates are located in the registration/templates/registration/emails folder. In a future release, these templates will be directly editable in the admin interface.
Django's SMTP setup is located in the settings.py file.
Once you have set up your Event, its time to set up the Price Levels. These are the tiers of registration available that will show when their respective forms are active. For each level, you can specify a name, which options are available (aka merch), a description, the price, start and end dates, whether or not its public, settings for if the level is to be considered a VIP or a minor, which age range the level is available to, whether they need to be accompanied (mostly used for very young minors), and whether or not the level will appear to attendees, staff, and/or dealers.
- Name: This is the displayed name of the price level.
- Price Level Options: If there are any included or optional extras with this level, select them here. See the following section for configuring these.
- Description: This description will display to the user when they select the level on the registration form. It passes directly to the browser, so it can render HTML.
- BasePrice: This is the displayed price that will show on each level's card on the registration forms.
- Start and End Date: These define the window this level will be available for. Note: if the form is closed by the dates set in the Event section, no levels will show.
- Public: This denotes whether a level should be displayed on the form at all. If you uncheck this, it will be available internally but not displayed publicly for people to register. This could be for an internal customer service promotion or anything else you can think of.
- Notes: These are internal notes for details about the object. This is only seen by the admins when logged into the admin interface.
- Group: [Coming Soon]
- Email VIP: If this option is selected, an email will be sent to the email account specified when someone registers as this level. This can be used to allow a VIP Concierge to reach out to coordinate any special details as soon as someone purchases at this tier.
- Is Minor: This setting controls whether or not the minor handling logic is enabled, such as the additional text in the emails as explained in the minor section above.
- Min and Max Age: After someone fills in the birthdate field, a calculation of how old they will be at the start of the event is performed, and then the levels that they are eligible for are returned and displayed.
- Accompanied: In a future release, this will ensure that if this level is selected, a non-minor level must be added to the cart first and be purchased along with this level. Currently there is no enforcement logic and it is just for your information.
- Attendee, Marketplace, Staff: These settings control whether this level is shown on these respective forms.
If you are going to be offering shirts either as an included or purchasable option, set up the shirt sizes first. Currently the Shirt Sizes table is merely a lookup list of the sizes you will have available. This is a global list for all shirt size products. In a future release, this will be configurable by Attendee, Marketplace, Staff, so different sizing options can be made available for each.
- Name: The name of the item to be displayed to the user.
- Price: The price of the item. Set to 0 for an item that is included free with that level.
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Type: Quantity, Yes/No, Shirt Size, String. This controls which type of control is shown for the item.
- Quantity: Will show a number field, for items someone should be able to pay for multiples.
- Yes/No: Will show a checkbox, for items that someone selects whether or not they want one.
- Shirt Size: Will show a drop down containing the shirt sizes you set up in the previous section.
- String: Frankly unsure if this is implemented but will show a text box for free text entry for items that need additional information not fitting into the above.
- Option Image: File upload for an image of the item, not currently implemented but will be in a future release.
- Required: This can be used to require a response for an item. For Shirt Sizes, this requires a size set. For Yes/No it requires the box to be checked, etc.
- Active: This controls whether or not the option is displayed on the assigned levels at all.
- Rank: TBD
- Description: Text to show describing the item.
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