Managing Events
Event management is easy with MembershipWorks!
Video sections:
Registrations and number of tickets sold 0:36
Check-in 1:41
Edit Registrations 2:00
Refund tickets (full and partial) 2:15
Obtain Embed and Link information 3:49
Export event information 4:59
Check In Registrants With a QR Code
Initial Setup
Add the QR Code Tag to Event Registration Confirmation Emails
To begin, you will need to provide the QR code to your event registrants with the event confirmation email. From the event’s “Advanced” settings tab, add the [qec] tag to the confirmation email template (don’t forget to click Save to save the changes).
Add Email Address Field Question for Each Ticket
On your event ticket, go to the Questions/Sessions/Add-Ons tab. Add our system “Email” field (do not create a custom field for Email) as a question. If every registrant will need their own QR code for scanning, you should make the Email field required. Repeat the process for other tickets.
Enable Sending Confirmation to All Attendees
Under Ticket Settings, check the box to “Send confirmation email to all attendees.”
Using a Phone or Tablet Camera to Scan QR Codes
Open your phone or tablet camera app and point it steadily at the QR code. If your app recognizes the QR code a notification/link should appear. Click on the link to open up the MembershipWorks admin console to check in the attendee.
Note 1: If you are not already signed in (as an administrator) you will be required to sign in first.
Note 2: When the registration information is retrieved, take note of the event title/date displayed in the first box and make sure it matches your current event. The QR code link may belong to other events. You can click the “Undo Check In” button if the wrong event QR code is scanned.
Note 3: Certain Android devices may not support QR code scanning with the native camera app, in that case you may need to download a third-party QR code reader app.
Using a Dedicated QR Code Scanner Device
To use a dedicated QR code scanner, first connect the QR code scanner to your device. Then login to the MembershipWorks admin console (https://membershipworks.com/admin/) and navigate to the event’s dashboard. Click on “Scan QR Code” to put the console in scanning mode.
Note: You need to keep the MembershipWorks admin console window active/focused. If you click to other windows or applications, the QR code scanner will send the data to that window/application instead.
When an event check in QR code is recognized, MembershipWorks will check in the attendee and display the corresponding registration information. You can scan the next QR code without closing the dialog to continue checking in the next attendee.
The following connection information is for the ScanAvenger QR Code Scanner which we have tested. You can use other USB or Bluetooth scanners, please refer to their documentation on how to connect the scanner to your device – we are unable to provide any documentation or help on how to connect other scanners.
Wired USB Connection
Use a USB data cable to connect the scanner to your device. The scanner will be recognized as a keyboard device. If using a Mac, the Keyboard Setup Assistant will be launched when you connect the scanner the first time.
When prompted to click on the key to the right of the left SHIFT key. Scan the following QR code:
When prompted to click on the key to the left of the right SHIFT key scan the following QR code:
If an issue occurs and the Keyboard Setup Assistant is still unable to identify the device, select the “ANSI” keyboard when prompted.
Bluetooth Connection
Locate the plastic card titled “Bluetooth Troubleshooting” provided with the scanner. Note that the cards are double sided so check both sides of each card.
Cover the 2nd QR code on the card with your hand and use the scanner to scan the 1st QR code. If you are connecting this scanner to the device for the first time, proceed to cover the 1st QR code and scan the 2nd QR code. The scanner LED light should start blinking blue to indicate it is in Bluetooth pairing mode.
On your device, open your Bluetooth settings and connect to the “ScanAvenger HID” device. Once connected the scanner is ready to use.
Note that if the scanner is unused for some period of time, it will turn off and disconnect from the device (a loud beep will trigger when it turns off).
Check In Process
Once the QR code has been scanned, MembershipWorks will check in the registrant and display a dialog showing the registration information.
If you are using the event dashboard QR code scanning mode with a dedicated QR code scanner device, you can continue to scan the next QR code without closing the dialog.
If you are using your phone/tablet camera to open a QR code link, confirm that the event title/date shown in the first box matches your current event – the QR code could be for a different event. When you are using the event dashboard QR code scanning mode (with a dedicated scanner device), MembershipWorks will display an error if the QR code does not match the current event dashboard.
If the registrant had previously checked in, a warning dialog will appear so you can prevent multiple persons from checking in using a single QR code.
If the QR code corresponds to a secondary registrant, the check in information displayed in the first box will indicate that it is a secondary registrant and the corresponding secondary registrant’s information will be highlighted.
If you have multiple admins/devices checking in people at an event, the event dashboard should be refreshed (by clicking the Refresh button on the dashboard) to load up-to-date checkin information for all attendees.
Check In Registrants Manually
You can use the event Dashboard to check in registrants. From the Event List or Event Calendar, click on the event, then click on the Dashboard tab. Then click on the box under “Chk In” next to the registrant’s name to check them in. If the registrant has an account, the check-in will be logged in their account Timeline.
Email Reminders and Updates to Registrants
From the event, click on the Email tab, from there you can create an email that can be sent to everyone, just primary registrants or only those who checked in at the event. Learn about using Tags in an event email.
Cancel a Registration (With or Without a Refund)
From the event Dashboard, click on “Edit/Refund” on the registration line, then click on “Void tickets & full refund” if a refund should be provided. We will process a refund for the full amount through your payment gateway and send a cancellation email to the registrant. Alternatively, you can choose “Void without refund.”
Change Tickets / Process a Partial Refund
From the event Dashboard, click on “Edit/Refund” next to the registration, then click on “Edit Registration”. Here you can edit the registration information as well as change ticket quantities. As the admin, you can edit the sub-total and tax directly, to accommodate discounts, etc. Make sure to edit these amounts after completing any changes to the tickets, as selecting tickets will re-calculate the sub-total and tax.
If the final amount is less than what was originally charged, we will process a partial refund for the difference.
Note: You cannot increase the amount from what was originally charged, since we no longer has access to the credit card information to bill the user. To add tickets and bill any additional amount, use the Add Registration button instead.
Cancel an Event
Prior to cancelling the event, you may want to alert your attendees as to your reason for cancelling. You can go to the event’s Email tab to send a message to them.
Then, from the event Dashboard, click on “Cancel & Refund All”.
What happens when you cancel your event:
- If credit card payment was received from the registrant(s), a refund will automatically be issued.
- Users who receive a refund will receive a refund receipt by email.
- Registrants who did not pay or are not receiving a refund (e.g. registrants who paid by check or cash) will not receive an email notifying them the event was canceled. Go to your event’s Email tab if you would like to compose and send an email to all registrants notifying them of the event cancelation.
- The event will remain in your Event List in the back end of MembershipWorks, but will no longer be displayed on your website’s event calendar or event list.
Learn more:
- Learn how to postpone an event or suspend registrations.
- Read best practices on event cancellation and see a sample event cancellation email.
About Transaction & Refund Fees
Fees for transactions and refunds vary according to the terms between you and your payment provider. Please refer to the credit card processing fee policy with your payment provider for more information about whether you will be responsible for any fees.
About the Event List View
Event List View
The event list has 3 main sections. The first shows the date of the event. The second column shows the percentage of tickets sold if the event capacity is specified, otherwise it shows the actual number of tickets sold. If the event is cancelled, an “X” will be displayed. The third section displays the name and date of the event. If the event is set to “hidden” in the event’s Event Setup tab, the event title will be shown in gray.
Preventing Fraud Triggers
MembershipWorks implements our own anti-spam and anti-fraud system by detecting suspicious activity that repeatedly targets the same form. But as web fraud and spam activity increase in volume and sophistication, it’s a best practice to implement an additional layer of security by enabling Google reCAPTCHA for your MembershipWorks forms, including events.
MembershipWorks integrates with the latest generation v3 reCAPTCHA, which is invisible to users – your members do not have to actively identify any text or objects when submitting the form. Adding Google reCAPTCHA does not require that you disable MembershipWorks built in anti-spam and anti-fraud system, so you have the benefit of defense in depth with both systems combating bot and fraudulent/spam activity.