Managing event registration for diocesan and parish gatherings — retreats, marriage prep, group events, mission trips— has traditionally meant juggling paper forms, spreadsheets, and manual follow-up. Camino's new Events module brings that entire process into the database, letting dioceses and parishes build custom registration forms, manage capacity and waitlists, include discount codes, and track registrants, all in one place. 

 
TURNING ON EVENTS:

The Right Rights:
To gain access to this module you will first need to add the user rights to your System Admin Account. Navigate to Administration > Users and Roles > Roles > System Admin. Select all the Event associated rights and move them over to Chosen Rights.

Camino Life Integration:
Since the new events forms require Camino Life integration. For Parishes this must be turned on in Administration > Parish > Camino Life Checkbox

Once these two steps are completed the Events Module will appear on the Left sidebar of Camino. Under Events there are two categories: Administration & Registration. To create an event we will begin under Administration.


EVENT CREATION:
To create a new Event we will navigate to Administration and Select "New Event" in the top right corner. This will bring us to the Event Details screen.

From here we enter the information for our event. For this example, we will do a Couple's Marriage Preparation Retreat held by the Diocese. Under Basic Settings we must enter the required fields. Giving it a name and description, selecting the category it falls under, the status and the type or registration this event requires.

Important Note: Registration Type has a specific effect on how the Event forms and registrations work for the event. This category is particularly important so we will look at each group in detail. 

• Couple: For a couple’s event the registration will have a Household details section and then two member’s information sections on the form, one for each member of the couple. If using Camino Life, When the Head of Household Registers the Co-Head’s information will be directly populated.
• Family: This event type is collecting information on the Household as a whole. It will gather household level information and no member details required.
• Individual: This registration will be for a singular member at a time. The household information and member information may be required but only one person will be able to be registered at a time.
• One or More Members in Same Family: This will register individuals but Households will be able to register more than one individual from their family at a time. They will have the option on the registration form to select “Add Member Section” to include more members during their registration. This will helpful for families with multiple kids and allows them to register everyone at once and not type in repeated information multiple times.

As we continue down our Event details the next section, we come to in setting the Event Schedule. We can either set the event to take place on a specific day or a date range if it is an extended event. We can also set a custom schedule which allows you to pick your starting range and give the registrants details on what the schedule will be.

For our example this even will take place as a singular day on August 15th. It will start at 8:00 AM and end at 8:00 PM.

The next sections we will look at is Registration details and Event Capacity.  We can select a range of time that the event registration will be open. Since our event is August 15th we will have registration open from July 1st to August 8th, to give our team a week of preparation with an exact count.

We have two checkboxes at the end of this section.

• Register Through Parish: This allows parish to register members through the Camino Database. Examples could be DREs being able to sign up a group of kids for a diocese event through Camion instead of requiring the families to register them all individually. If checked, Parishes will see these events under their Events Modules with a “Diocese Events Category.” This DOES NOT exclude members from registering them through Camino Life, just allows the option for Parishes to also register members.
• Require Registration Approval: This requires each registration to be approved through Camino prior to the member being officially registered for the event.


With Event capacity you can select the maximum number of people you want to allow to register for an event. You have the ability to allow a wait list or not for the event.

• If waitlist is selected it will allow registrants past the capacity limit and notify them the event is full and they are registering onto a waitlist.
• If there is no waitlist the event option will not show as available on Camino Life once it is full. Any users to access the registration list for the event will be notified that the event is full.
• If Capacity is set to 0 it signifies to the system that there is no Capacity Cap and will allow registrations through the set time period.

Pricing and Payments is the next section we come to. If the event has no cost, you can leave this section as it is and move to Access and Admin. If the event does include a cost, you can enter the cost per person into the first space. Once something is placed in that field new options will be available. You can set a max cost per family. This is particularly useful for events where you have selected “One or More Members in Same Family” as the Event Type. Since ours is a couple’s retreat these fields won’t matter much to us. (Note: Max cost per family must be greater than cost per person. For Couple type events it cannot be greater than twice the cost per person.)


Another great addition to Events is the introduction of Discount Codes. You are able to create discount codes for your registrants to input that can reduce the cost by either a static amount of a percentage of the cost. These codes can be set to be effective for a certain amount of time as well. For this example, we built an Early Bird discount code. Any member who registers between the dates of July 1st and 15th will be able to have $5 off their registration.

Note: Diocese and Parishes will be responsible for distributing these codes out along with the registration information to these events. Users will only be able to enter a single code at a time.


Finally, the Access and Admin section is to set which users can access this event within Camino and who has the ability to edit its information. There are separate inputs for View and Edit rights. This is similar to other sections within Camino.

When all these sections have been completed, we can save. We will be greeted with a notification telling us the event has been saved and the link which the registration can be found at. That link will also be available in the Basic Settings Section after the save. Clicking the link icon will copy the link address for you.

Once the Event is saved, we are presented with a new tab. Form Designer. For a complete breakdown on how to use the Form Designed please click here: https://camino-feedback.diocesan.com/updates/camino-custom-forms