A smooth registration process is critical to event success. Crafted Call provides flexible registration tools that handle everything from simple one-time tickets to complex multi-session payment plans, guest management, and age verification for participant safety.
Feature availability: Event registration, ticketing, and payment plans are available only when the events module is enabled for your organization.
The Registration Flow
Participants experience a streamlined registration process:
Browse event: Visitor views your event listing with full details, pricing, and schedule
Choose ticket type: If multiple tiers exist (early bird, member, regular), participant selects the appropriate option
Add quantity: Specify whether registering alone or for multiple guests
Review and payment: Confirm registration details and proceed to secure payment
Confirmation: Participant receives email confirmation with ticket and event details
This straightforward flow maximizes completion rates and reduces abandonment.
Individual Tickets and Pricing Tiers
Create multiple ticket options for the same event to serve different market segments:
Standard tickets: Regular admission price
Early bird tickets: Discounted rate for early registrations (limited quantity or time-based)
Member tickets: Reduced price for organization members
Concession tickets: Lower price for students, seniors, or low-income participants
Group tickets: Discounted rate for multiple registrations
Each ticket type is tracked separately, allowing you to:
Monitor which pricing tier attracts participants
Manage limited early bird allocations
Verify member status at registration
Plan group discounts strategically
Set per-ticket prices and quantities during event creation. Adjust pricing or quantities anytime before the event (though refunds may be necessary if you reduce available tickets).
Tip: Offer early bird pricing for the first 50 registrations. This creates urgency, helps you gauge early demand, and rewards prompt registration.
Payment Plans and Deposits
For higher-priced events, payment plans make participation more accessible:
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Deposit model: Require an initial payment (e.g., 50%) to secure a spot, with the balance due by a specified date.
Installment model: Divide the total cost into 2-4 payments scheduled throughout the registration window.
Flexible dates: Configure custom payment schedules tailored to your event (e.g., 30% due at registration, 35% due 4 weeks before, 35% due 1 week before).
When a participant registers on a payment plan:
Their initial payment is processed immediately
Subsequent payment reminders are sent automatically on scheduled dates
Failed payments trigger follow-up notifications
Registration remains active even if a later payment hasn't yet been collected
Payment plans are optional per event. Simple events can require full payment upfront, while expensive multi-week classes can offer flexible installments.
Best practice: For events costing $200+, offering a 50% deposit option typically increases registration by 15-25% compared to full payment upfront.
Ticket Price Locking
Once a participant completes registration and payment, their ticket price is locked in—even if event pricing changes later.
Why this matters:
Early bird participants keep their discounted rate even after early bird period ends
Fair and transparent—participants know exactly what they paid
If you need to offer a refund or adjust pricing for a registered participant, this requires manual admin action to ensure fairness and audit trail.
Guest Management
For events where one person might register on behalf of others, Crafted Call supports guest registration:
Add guest details: Registrant provides names, emails, and contact information for accompanying guests.
Separate tickets: Each guest receives their own ticket and confirmation email.
Contact capture: You collect information for all participants, not just the primary registrant.
Group tracking: Mark registrations as groups so you can identify people who arrived together during check-in.
This is particularly useful for family-friendly events, group classes, or institution field trips where one adult coordinates registration for multiple participants.
Guardian Consent for Minors
Protecting participant safety is paramount. For events involving minors (participants under 18), require legal guardian consent:
Consent form: Participants under 18 must have a parent or guardian acknowledge and approve registration.
Medical authorization: Collect emergency contact information and medical details (allergies, conditions) from the guardian.
Photo/media releases: If your event involves photography or video, capture consent for using images of minors.
Age verification: During registration, collect date of birth to trigger consent forms automatically for minor participants.
When you enable minor protection, registrants entering a birthdate before 18 years old must have consent provided before their registration is complete. This creates an additional step but protects your organization legally and ethically.
Important: Always require guardian consent for events involving minors. This protects both participants and your organization. Keep consent documentation for your records.
Registration Deadlines and Capacity
Control when registration opens and closes:
Registration opens: Specify when participants can begin registering (usually when you announce the event).
Registration closes: Set a deadline for registration—typically 1 week before the event or when capacity is reached.
Capacity limits: Set maximum participants to manage class size, venue constraints, or instructor availability.
When capacity is reached, the event shows as "full" and registration closes automatically. You can increase capacity later if needed.
For waitlist functionality, participants can register after capacity is full and will be notified if a spot opens.
Collecting Custom Information
Beyond basic name and email, collect event-specific data:
Skill level: For classes, ask participants to self-assess (beginner, intermediate, advanced) so instructors can tailor content.
Experience questions: Gather information about relevant experience or interests.
Accessibility needs: Ask about mobility, hearing, vision, or dietary accommodations.
Dietary restrictions: For events with meals, collect dietary information.
Contact preferences: Ask how they prefer communications (email, phone, text).
This information helps you prepare better experiences and ensures accessibility for all participants.
Registration Confirmation and Communication
After successful registration, participants automatically receive:
Confirmation email: Event details, ticket number, and payment confirmation.
Calendar invite: Automated calendar file for their email client.
Reminder emails: Automatic reminders 1 week before and 1 day before the event.
Payment reminders: If on a payment plan, reminders before each scheduled payment date.
You can customize confirmation email templates to match your organization's voice and include any special instructions or pre-event preparation tips.
Tracking Registrations
From the admin dashboard, you can:
View all registrations with participant details
Export registrant lists to spreadsheets (for printing name badges, seating charts, etc.)
Track payment status and dates
See which pricing tier each participant used
Filter by custom fields (skill level, dietary restrictions, accessibility needs)
Mark registrations as attended during check-in
Refunds and Registration Changes
Handle changes flexibly:
Refund requests: Process refunds for cancelled registrations within your stated policy window.
Transfer registrations: Allow participants to transfer their spot to another person.
Partial refunds: Pro-rate refunds for participants dropping multi-week classes mid-program.
Payment plan adjustments: Modify remaining payment amounts if a participant must cancel mid-session.
Document all refunds and changes with reasoning for your records and accounting purposes.
Best Practices for Registration Success
Clear registration information: State capacity, deadline, cancellation policy, and what's included upfront
Simple process: Keep registration to 3-5 screens. Extra fields reduce completion rates
Multiple payment options: Accept credit cards, digital wallets, and ACH transfers
Accessible design: Ensure registration works on mobile devices
Follow-up: Send reminders and engage registered participants with pre-event communications
Confirmation: Always send immediate confirmation so participants have proof of registration
By implementing thoughtful registration practices, you reduce administrative work, improve the participant experience, and ensure accurate attendance and payment tracking from day one.
