Events FAQs

This FAQ answers common Events questions for Member365 administrators. Navigation and available options can vary by permissions and configuration.

How do I create an Event Ticket?

When would I use this? Use this when you need to create an Event Ticket. For example, a event administrator may need this answer to manage registration, tickets, attendance, and event communications correctly.

Event tickets allow you to offer and receive greater value from different types of event attendees. Providing customized access to different event activities and allows each attendee to engage with your event the way that they find best.

1. From the Admin Dashboard, hover over ' Events ' in the navigation bar and select ' Manage Events ' from the dropdown menu. ( If you don't have any events yet, you'll need to go to 'Create Event'. In this case, skip Steps 2 and 3, but the rest of the steps will be the same. )
2. This will bring you to the Events Management page. Find the event you want to edit by typing its name into the search bar or finding it in the list.
3. Select 'Edit Event' by clicking the name of the event or the 'pencil and notepad' icon next to the event you want to create tickets for.
4. This will bring you to the Edit Event page. Click the ‘ Tickets ‘ tab.
5. In the ‘ Tickets ‘ section, click ‘ + Add ‘ .
6. Name your ticket in the ‘Ticket Name’ field. This name is displayed to people registering.
7. Using each field thereafter, configure your ticket as you’d like. You can learn what each field does by scrolling over the grey question mark icon.

Changing a published ticket price: After editing and saving the ticket, scroll to the bottom of the event editor and click Publish. A saved but unpublished price change may revert or fail to appear on the registration page. Test the displayed price in a new registration before sharing the event link.

View the complete step-by-step guide.

How do I configure Event Registration?

When would I use this? Use this when you need to configure Event Registration. For example, a event administrator may need this answer to manage registration, tickets, attendance, and event communications correctly.

This article will cover the ‘Registration’ tab, seen when configuring your Events in Member365. This tab is used to manage your event registrations, from dates to attendance.

1. From the Admin Dashboard, hover over ' Events ' in the navigation bar and select ' Manage Events ' from the dropdown menu.
2. This will bring you to the Events Management page. Find the event you want to edit by typing its name into the search bar or finding it in the list.
3. Click the ‘ Registration ‘ tab.

View the complete step-by-step guide.

How do I create an Event Promo Code?

When would I use this? Use this when you need to create an Event Promo Code. For example, a event administrator may need this answer to manage registration, tickets, attendance, and event communications correctly.

This article will detail the steps required to create a Promo Code for your Event. This can be helpful if you want to apply a discount to the cost of your event for specific attendees!

1. From the Member365 Administrator Dashboard, hover over ‘Events’ at the top of the screen and in the dropdown that follows, select ‘Manage Events'
2. Locate the Event for which you wish to create a Promo Code, using the search bar if necessary, then click its name.
3. Click the ‘ Promo Codes ‘ tab and click the blue " + Add " button
4. Configure your Promo Code by filling out the ‘Add Promotional Code’ window that appears. Remember to click ‘+ Add’ when you are satisfied.
5. Your new Promo Code will display in the list. Edit or delete this new Promo Code if necessary by clicking the corresponding icons. Click ‘+ Add’ if you wish to create another Promo Code.

Limit Usage: This is the total number of redemptions available for that promo code across purchasers, not a separate allowance for each person. For example, a limit of 20 permits 20 total uses.

Fixed Amount: This subtracts the specified amount from the invoice total; it does not set every differently priced ticket to a common final price. Review how a 100% percentage code would affect the entire invoice before using it, because add-ons may also be discounted. Test each intended ticket and add-on combination.

View the complete step-by-step guide.

How do I send an Event Registration link via email?

When would I use this? Use this when you need to send an Event Registration link via email. For example, a event administrator may need this answer to manage registration, tickets, attendance, and event communications correctly.

Event Registrations are typically completed through the Event Calendar in the Member Portal.

1. Hover over ‘Email Campaigns’ from the bar at the top of the page.
2. On the dropdown that follows, click ‘Create Campaign'
3. Specify the campaign name, subject line, sender name, and from address as necessary. Click ‘Continue’.
4. Build the content of your email. Consult this Knowledge Base article if you are unfamiliar with the campaign builder.

View the complete step-by-step guide.

How do I configure Member Lookup Settings for Event Tickets?

When would I use this? Use this when you need to configure Member Lookup Settings for Event Tickets. For example, a event administrator may need this answer to manage registration, tickets, attendance, and event communications correctly.

When Contacts purchase tickets for your Events, they can assign those tickets to themselves or to other Contacts depending on how you created the ticket !

1. From the Member365 Administrator Dashboard, click ‘Events’ at the top of the screen.
2. On the dropdown that follows, click ‘Settings’ .
3. Choose ‘Member Lookup Settings’ from the list of Event Settings.

View the complete step-by-step guide.

If an option described here is unavailable in your system, contact Member365 Support.

How do I cancel an event registration while retaining withdrawal history?

When would I use this? Use this when a confirmed attendee withdraws, or when one ticket must be removed from a registration that contains several tickets.

Before you begin: Confirm the registrant, event, ticket, invoice, and intended refund. Removing one ticket through Modify updates the existing registration and invoice. Do not void or rebuild the full invoice unless the entire registration and its financial record are intended to be removed.

Steps in Member365:

1. Open the contact record and select Impersonate, then select Continue.
2. In the Member Portal, open Events → My Event Registrations.
3. Open the event and select Modify.
4. Select the trash icon beside the ticket that must be removed, then select Confirm.
5. Select Continue, review the updated invoice, and confirm that only the intended ticket was removed and the total changed correctly.
6. Select Process Refund when a refund is due, then review the event report and invoice activity.

Expected result: The selected ticket is removed from the active registration, the existing invoice reflects the change, and the other tickets remain on the registration.

Troubleshooting: Administrators are not automatically exempt from the event’s Modification Date. If Modify is unavailable while impersonating the registrant, open the event’s Registration tab and move the Modification Date forward or remove it temporarily. Publish the event, complete the ticket assignment, removal, or other permitted change, then restore the intended cutoff and publish again. Handle cheque payments or other offline refunds according to your financial process.

Cancel or Remove an Event Registration · Understand the effect of voiding an invoice

How should I import registrants when an event has multiple ticket types or workshops?

When would I use this? Use this when importing attendees who registered through another system, assigning complimentary registrations in bulk, including non-members who are not yet contacts, or working with different ticket types, workshops, or attendee groups.

Direct answer: An event registration import does not create contact records. If an attendee is not already in Member365, prepare and submit the Non-member contacts Template to Member365 Support first. After Support confirms that the contacts were imported, use one event import file for each group that should receive the same ticket-and-workshop combination. The selected ticket and workshops are applied to every contact in that file.

For complimentary attendees with mixed membership statuses: Create one $0.00 complimentary ticket that is available to the intended membership categories and has Allow Non-Member Purchase? enabled. Use the ticket visibility icon to hide it from the normal registration page when attendees should not select it themselves. Publish the event, then select that hidden complimentary ticket in Registration Import. This lets administrators bulk-import eligible members and non-members without selecting separate member and non-member tickets.

Before you begin: The contact import requires an email address, first name, last name, and the template’s required Email Consent Setting values for every person. Complete consent status—and any applicable consent date and reason—from verified records; do not assign consent without a valid basis. Check for duplicate email addresses and use consistent organization names. For the event stage, separate attendees by the ticket they should receive and by their workshop choices. Imported registrations do not create an invoice or charge, cannot be deleted from the event registration list, and do not send the normal event confirmation email automatically.

Steps in Member365:

1. If any attendees are not contacts, download the Non-member contacts Template and enter their required contact details, including the template’s email-consent fields.
2. Check the contact workbook for duplicate email addresses, missing required fields, and inconsistent organization names.
3. Open a Member365 Support ticket and attach the completed contact workbook. The Administrator Dashboard does not provide a self-service contact-import upload for this workflow.
4. After Support confirms the import is complete, verify the new contact records before proceeding.
5. Open Events → Reports, choose the event, and open Registration Import.
6. Download the event import template. Enter each contact’s email address and/or member number.
7. Create a separate file for each ticket-and-workshop combination. Confirm that everyone in a file should receive every ticket and workshop you will select for that import.
8. Upload one file, select only the intended ticket type and workshops for those contacts, and click Import Registration.
9. Repeat for the remaining combinations, changing the selected ticket and workshops for each file.
10. Open Events → Reports → Registrations and verify that each contact has the intended ticket and workshop assignments.

Expected result: Any new non-member contacts are created first, and each imported contact then receives the ticket and workshop combination assigned to their event import file without unintended additional registrations.

Troubleshooting: If a contact is missing from the event import, confirm that the contact import was completed, that the email address or member number in the event file exactly matches the contact record, and that the selected ticket is available to that contact’s membership status. For a mixed member/non-member complimentary group, use one ticket that is eligible for both audiences instead of selecting separate ticket types. If a contact is registered more than once, check whether multiple ticket types were selected or the same contact was included in more than one file. If a row is still skipped, contact Member365 Support with the event import file and selected ticket type.

Payment, forms, and email: A separate manual invoice cannot later be linked to an imported registration or its Event Financials report. Importing a registration also does not complete an associated event form or send the normal registration confirmation email. Imported registrants will receive configured event reminders; use an email campaign when a separate registration notice is needed. When payment, registration confirmation, or form completion is required, use the normal registration process when possible.

Download the Contact Import Template · Prepare a Contact Import · Verify Imported Contact Data · Create an Event Ticket · Make Tickets Available to Non-Members · Import Event Registrants · View Event Registrations

How do I view, export, or complete answers from an event registration form?

When would I use this? Use this when you need to review or export submitted event-form answers, or complete a form that is missing from an existing registration.

Before you begin: Sign in as an administrator and confirm the form is attached to the event or its ticket. To open or complete the form through the contact’s registration, the contact must have Member Portal access and the event’s modification period must still allow changes.

Direct answer: Use Events → Reports → Forms to view or export submitted responses. To inspect or complete the form on an existing registration, impersonate the contact and modify that registration. You do not need to cancel the registration or have the contact register again.

View or export responses from the event report:

1. Open Events → Reports and select the event.
2. Open the Forms tab and select the form.
3. Review the response list and apply a name or submission-date filter if needed. Select a registrant’s name to view their individual response.
4. Click Export to Excel to download the listed responses.

Inspect or complete the form inside an existing registration:

1. Use Search Contacts to open the contact record, select Impersonate, and then select Continue.
2. In the Member Portal, open Events → My Event Registrations.
3. Find the event and select Withdraw/Modify.
4. Open Select Ticket Options, select Continue, and then open Form.
5. Enter the missing answers, then continue through the remaining registration screens and confirm the change.

Expected result: The form answers are saved to the existing event registration without cancelling or recreating it. The response can then be reviewed from the registration and the event’s Forms report.

Troubleshooting: If Withdraw/Modify is unavailable, open the event’s Registration tab, move the Modification Date forward or remove it temporarily, and publish the event. Complete the form, then restore the intended cutoff and publish again. If a saved response is visible inside the registration but remains missing from the Forms report after a refresh, contact Member365 Support. Do not create a replacement registration to repair the report.

What happens next? The form report can include responses from incomplete registrations and withdrawals, so use the Registrations report when you need a count of completed registrations.

Edit an event registration · View the event-form reporting guide · How to impersonate a contact

How do I keep lapsed members from selecting a member-priced event ticket?

When would I use this? Use this when a member-only event ticket should require an active membership.

Before you begin: Ticket eligibility and the separate Do Lapsed Members Receive Member Pricing? option both affect what a lapsed contact can buy.

Direct answer: Member365 does not have a setting that forces a lapsed member to renew before continuing through a public or no-login event registration. To reserve discounted member pricing for active members, disable lapsed-member pricing and restrict the member-priced ticket as described below. If lapsed members may still attend, offer an eligible non-member ticket and include a renewal reminder in the event description or ticket instructions.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Tickets.
2. Edit the member-priced ticket and turn off Allow Non-Member Purchase?
3. Set Do Lapsed Members Receive Member Pricing? to No for active-member-only pricing.
4. Under Fee Structure or Available to, enable only the intended membership categories and check their prices.
5. Review the event and click Publish to save the ticket settings.

Expected result: Active members in permitted categories see the member ticket; a lapsed member does not receive its member price solely because of a past membership.

Test before going live: Try registration as active, lapsed, and never-member test contacts and compare tickets and prices.

What happens next? If lapsed members should still register, provide an eligible ticket at the appropriate price.

How To Create an Event Ticket · How to Restrict Event Access to Specific Membership Categories

How do I keep an event off the general Member Portal calendar?

When would I use this? Use this when an event should be visible only to a selected workspace rather than every portal user. For example, an event administrator is organizing a private committee session.

Before you begin: Decide exactly who should see the event and give only those members access to the intended workspace. Anyone with access to a selected workspace may see the event on their calendar. A public registration link, if shared, can be passed on to others.

Steps in Member365:

1. Open Events → Manage Events and select the event, or begin creating one.
2. On the Registration tab, find Audience and its Display Inside setting.
3. Select Specific Workspaces and choose only the workspace whose members should see the event. Avoid All Workspaces if that audience is too broad.
4. Review event registration and ticket permissions, then save or publish the event when ready.

Expected result: Members with access to the selected workspace can see the event; people without that access do not see it through the general Member Portal calendar.

Test before going live: Check the calendar as a member of the selected workspace and as a contact without access.

What happens next? If you also distribute the event’s public registration link, review who can register because a recipient can forward that link.

View the complete step-by-step guide.

How do I register a group for an event and bill one person on a single discounted invoice?

When would I use this? Use this when several people—such as a cohort, board, or training group—must appear as event registrants, but one organization or contact will pay the combined discounted amount.

Before you begin: Confirm that every registrant already exists as a contact in Member365, identify the contact who will receive the invoice, and calculate the exact discounted total. Imported event registrations do not create charges automatically.

1. From the Administrator Dashboard, go to Events → Reports and select the event.
2. Open the Registration Import tab and click Get started by downloading the Import Template.
3. Enter each registrant’s email address and/or member number in the template. If registrants require different ticket or workshop combinations, create a separate file for each combination.
4. Return to Registration Import, click Choose File, and upload the completed template.
5. Select the ticket type and workshops that apply to every contact in that file, then click Import Registration. Repeat for any additional files.
6. Go to Financial → Create Invoice and select the single paying contact under Find a Contact.
7. Add line items whose quantities and unit fees total the exact discounted amount. A separate event promo code is not required for this manual invoice.
8. Review the account, tax, terms, and total, then save, email, or process the invoice using the appropriate completion option.

Expected result: Every participant appears in the event registration report, while the designated payer receives one invoice for the agreed discounted total.

Important: A manual invoice is not linked to the imported registrations and does not update the event’s financial reporting. Reconcile the registration list and manual invoice separately.

View the event registration import guide.

View the manual invoice guide.

How do I include calendar links in event confirmation emails?

When would I use this? Use this when attendees should be able to add a registered event to their calendars.

Before you begin: Choose an event with confirmation or reminder emails enabled.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Registration, find Email Confirmation and turn on Include calendar links in confirmation and reminder emails.
3. Save the event with Publish.

Expected result: Calendar links appear in the sent confirmation and reminder emails; they are not visible in the email template editor.

Test before going live: Complete a test registration and inspect the delivered email and calendar date.

What happens next? Attendees can add the event to a calendar from the message.

How to Include Calendar Links in Event Confirmation Emails

How do I share one capacity limit across different event tickets?

When would I use this? Use this when attendee, guest, sponsor, or other ticket types should draw from the same event capacity, or when a ticket unexpectedly shows Sold Out even though its own limit has not been reached.

Direct answer: Linked Tickets share inventory. Every linked ticket can consume the same capacity, so an unintended link to a low-capacity or sold-out ticket can make other ticket types appear unavailable.

Before you begin: Decide which ticket will hold the shared capacity and list every attendee, guest, sponsor, hidden, or other ticket type that should participate in that limit.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Tickets.
2. Choose one ticket as the capacity anchor. Enable Limit Tickets and enter the combined maximum in Tickets Available.
3. Use Linked Tickets to link every other ticket type that should consume that shared inventory.
4. Open every ticket type, including sponsor or hidden tickets, and remove any link that should not share the same capacity.
5. Save the ticket changes and Publish the event.

Expected result: Purchases across intentionally linked ticket types consume the shared inventory. Unlinked ticket types follow their own availability settings.

Test before going live: Open the public registration page and compare availability with the event registration report. Test at least one ticket from each intended capacity group.

Troubleshooting: If a ticket still shows Sold Out too early, inspect Linked Tickets on every event ticket, including sponsor, guest, hidden, and previously used ticket types. One remaining unintended link can enforce the wrong shared limit. Remove the stale link, save and republish the event, then test again.

How To Create an Event Ticket · How to Limit Tickets for an Event

How do I require or skip ticket assignment during event registration?

When would I use this? Use this when every purchased ticket must be assigned to a named attendee, when a purchaser should assign a guest ticket to someone else, or when an event form already collects the information you need and the separate assignment step is unnecessary.

Before you begin: Limit Ticket to Purchaser prevents a ticket from being assigned to someone other than its purchaser and hides the assignment controls. Force Ticket Assignment requires purchasers to assign every ticket before checkout. Bypassing the assignment screen does not collect attendee contact information through that screen and is available only for eligible ticket setups.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Tickets.
2. Edit the ticket you want to configure.
3. If the purchaser should assign the ticket to a guest or another attendee, turn off Limit Ticket to Purchaser. Then turn on Force Ticket Assignment. If an email address is also required for each attendee, turn on Make Email Mandatory During Ticket Assignment.
4. To skip the assignment screen, turn off Limit Ticket to Purchaser and Force Ticket Assignment, and turn off additional options such as workshops, meals, notes, and add-ons. With an Associated Form selected, turn on Bypass Assign Ticket Modal when it becomes available.
5. Save the ticket and click Publish for the event.

Expected result: With Limit Ticket to Purchaser off and forced assignment enabled, registration cannot be completed until every ticket has an attendee, and the purchaser can enter that attendee’s details. With the bypass option enabled, registrants proceed directly to the event form.

Test before going live: Complete a test registration and confirm that the intended assignment or bypass behavior appears before checkout.

What happens next? Changing the setting affects future registrations. If tickets were already purchased without an attendee, use the Transfer action in the event report to assign each ticket to the correct contact.

How To Create an Event Ticket · How to Make Name and Email Entry Mandatory During Event Registration

Does an event promo code work on its end date?

When would I use this? Use this when you are setting a last day for discounted event registration.

Before you begin: Set both the code's start and end dates in the event's Promo Codes tab.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open Promo Codes and edit or add the code.
3. Set the end date to the final day you want the code to work, then save the code and event.

Expected result: A code with an end date remains valid through the end of that date, as confirmed by Member365 Support.

Test before going live: Try the code in a test registration before distributing it, and check again around its expiration.

What happens next? After the end date, registrants must use another eligible code or the normal ticket price.

How to Create an Event Promo Code

How do I reserve workshop seats for a member and their guests?

When would I use this? Use this when several people in one registration each need their own workshop place.

Before you begin: Workshop selection belongs to individual tickets; one member's selection does not reserve places for guests.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Tickets.
2. Create suitable member and guest ticket types with the needed workshop options enabled.
3. Set guest-ticket eligibility or prerequisites where appropriate.
4. Have the purchaser assign a separate ticket and workshop choice to each attendee.

Expected result: Each assigned ticket reserves its own workshop place and counts toward workshop capacity.

Test before going live: Register a member plus one guest in a test event; verify two workshop selections on the roster.

What happens next? Use workshops for overlapping sessions because ticket types alone do not prevent a person selecting simultaneous sessions.

How To Create an Event Ticket · How to Create or Edit an Event Workshop

How do I set an event withdrawal fee or prevent attendees from withdrawing?

When would I use this? Use this when cancellations should incur a fee or when self-withdrawal should stop entirely.

Before you begin: Decide the penalty date, fee per ticket, and last date for withdrawals; tell registrants the terms before registration.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Registration.
2. Set Withdraw Penalty Date for the fee period and Withdraw Date for the final date attendees may withdraw.
3. On Tickets, set Withdraw Penalty Fee and choose the per-ticket option if needed.
4. To prevent self-withdrawal from the start, set Withdraw Date before Open Registration. Review, then publish the event configuration.

Fee type: Enter a fixed currency amount, per ticket or per purchase. The ticket setup does not offer a percentage-based withdrawal fee. Support confirmed the withdrawal date and penalty policy cannot selectively penalize some ticket types while exempting others in the same event; plan a manual exception process if your ticket policies differ.

Expected result: The specified fee applies after the penalty date; attendees cannot withdraw after the final date.

Test before going live: Use test tickets before and after the cutoffs; confirm the withdrawal action and fee displayed.

What happens next? Handle later cancellation requests under your event policy.

Set an Event Withdrawal Fee · Configure Event Registration

How can I reuse my preferred event audience setting?

When would I use this? Use this when new events repeatedly need the same audience and visibility options.

Before you begin: The standard new-event default cannot be changed for one organization.

Steps in Member365:

1. Create an event with the intended audience under Registration and any other reusable settings.
2. Save it as a template event and check that it is not offered as a live event.
3. When creating a new event, clone the template and update its title, dates, tickets, and content.
4. Review the Audience setting before publishing the new event.

Expected result: Each clone starts with the template's configured options.

Test before going live: Clone once and verify who can see the new event in the Member Portal.

What happens next? Review every cloned reminder and registration date before launch.

How to Configure Event Registration · Creating a Basic Event

How can a registrant return and buy more tickets for the same event?

When would I use this? Use this when a member wants to purchase additional tickets in a separate order.

Before you begin: Check any per-purchaser limit and whether tickets may be assigned to other people.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Tickets, edit the ticket type.
3. Review Limit Purchase Quantity: leave it off for no per-purchaser cap, or turn it on and set a Purchase Limit greater than one.
4. Review Limit Ticket to Purchaser for tickets intended for guests, then save and Publish.

Expected result: The purchaser can return for another registration while the ticket remains available and within its limit.

Test before going live: Make one test purchase and attempt a second as the same contact.

What happens next? Use My Event Registrations to review the resulting registrations and ticket assignments.

How To Create an Event Ticket

Why is my event emailing certificates, and how do I stop it?

When would I use this? Use this when attendees receive an event certificate email that you did not intend to send.

Before you begin: Check whether the event has a certificate attached and whether attendees are marked as attended.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Registration, scroll to Certificates.
3. Turn off Email certificate(s) when guest is marked as attended?
4. Click Publish to save the event setting.

Expected result: The event no longer automatically emails certificates from that setting.

Test before going live: Review the saved toggle and use a test event or contact to check the attendance-to-email flow before the next event.

What happens next? If certificates should be sent later, re-enable the toggle and review its Email Template first.

How to Automatically Email Event Certificates

How do I transfer an event ticket and send the new attendee the registration email?

When would I use this? Use this when a purchased event ticket needs to move to another attendee and the new attendee needs the registration details.

Before you begin: Confirm whether the replacement attendee already has a contact record. Transferring the ticket does not transfer the original purchaser’s invoice.

Steps in Member365:

1. Open Events → Reports and select the event.
2. Open Registration → Individuals and find the attendee whose ticket must move.
3. Click Transfer and choose Transfer to Existing Contact Record or Transfer to a New Contact.
4. Select or enter the replacement contact and confirm Transfer.
5. Check the registration and invoice display for the new attendee name.
6. Open the replacement attendee’s contact record and select Email Contact on the left.
7. Copy the applicable event-registration details into the email, review the recipient and content, and send it.

Expected result: The ticket is assigned to the new attendee, the original purchaser retains access to the invoice, and the manually sent registration email is retained with the contact’s CRM communication history.

Test before going live: Transfer a test ticket, verify the attendee roster and invoice, then confirm the email appears in the contact’s communication history.

What happens next? If the replacement is already in Member365, choose the existing-record path to avoid creating a duplicate contact.

How to Transfer an Event Ticket · What is the Communication & File Log

How do I edit the confirmation email sent after someone registers for an event?

When would I use this? Use this when an event’s automatic registration confirmation needs clearer wording, updated branding, or event-specific instructions.

Before you begin: Sign in as an administrator and identify the event whose confirmation message you want to change. This setting is managed separately for each event.

1. From the Administrator Dashboard, go to Events → Manage Events.
2. Find the event and open it for editing.
3. Open the Registration tab.
4. In Email Confirmation, click Manage.
5. Enter the subject line and message body in the rich text editor, then click Ok.
6. Review the event and click Publish to save the event changes.

Expected result: Contacts who register for that event receive the updated confirmation email.

Test before going live: Complete a test registration and check the delivered subject, formatting, links, and event details.

View the complete event registration configuration guide.

How do I let secondary or billing contacts access member-priced event tickets?

Direct answer: A Secondary Contact or Billing Contact role does not by itself make the contact an Employee Account or Group Member. If an event ticket is available only by membership category, contacts who hold only those organization roles will not receive the member ticket or rate. To extend the same ticket to them without changing their membership type, use role-based lists and contact demographics, then add those demographics to the ticket’s Fee Structure.

Before you begin: Confirm that the intended contacts have the correct role on their member organization. Contact Demographics for event ticket price points must also be enabled in your Events module; contact Member365 Support if those options are not available.

Steps in Member365:

1. Open Lists → Create List. Create one saved list for contacts with the Billing Contact role and another for contacts with the Secondary Contact role in member organizations.
2. Open Contacts → Settings → Contact Demographics. Create a matching contact demographic for each role-based list and save it.
3. Open an affected contact record and confirm that the applicable contact demographic is selected.
4. Open Events → Manage Events, select the event, and open Tickets.
5. Edit the member-priced ticket. In Fee Structure, select the Billing Contacts and Secondary Contacts demographics, then click Add.
6. Repeat the ticket update for every ticket that should be available to those roles, then save or publish the event changes.
7. Test registration as a contact with each role.

Expected result: A contact included in the Billing Contacts or Secondary Contacts demographic can see and purchase the configured member-priced ticket, even when that contact is not an Employee Account or Group Member.

Troubleshooting: If the ticket is still unavailable, verify the contact’s organization role, membership in the corresponding saved list, the contact demographic on the contact record, and that the demographic was added to the correct ticket. Adding a contact role is not the same as adding an Employee Account or Group Member.

Event Ticket Price Points using Contact Demographics · Role Management · Employee Accounts or Group Members vs Related Contacts

Why does a non-member see “There are no tickets available for purchase”?

When would I use this? Use this when the event page opens but a non-member or test contact cannot select a ticket.

Before you begin: Event-level registration access and ticket-level purchase access must both allow non-members.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Registration, turn on Registration open to non-members?
3. Open Tickets and edit the ticket the person should purchase.
4. Turn on Allow Non-Member Purchase? and configure the non-member price or flat fee.
5. Save the ticket and click Publish.

Expected result: A contact without an eligible membership can see the intended ticket and continue registration.

Test before going live: Open the event in a signed-out browser and complete a test registration through the ticket-selection step.

What happens next? If the ticket remains hidden, recheck both the event registration toggle and the ticket’s availability settings.

How to Make Tickets Available to Non Members

How do I show the time zone for an event?

When would I use this? Use this when an event takes place in a different time zone from the one configured for your Member365 program.

Member365 does not provide a separate time-zone setting for an individual event. Event times use the program’s configured time zone, and changing that setting affects other events and modules with time-based information. For a one-off event in another region, keep the program setting unchanged and state the event’s time zone in the event description and confirmation email.

Before you begin: Confirm the time zone and whether daylight-saving time applies on the event date.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open the Overview tab.
3. Add the time-zone abbreviation and, when helpful, the full time-zone name to the Event Description.
4. Include the same time-zone wording in the event confirmation email and other attendee communications.
5. Save and publish the event.

Expected result: Registrants can see which time zone applies without changing the program-wide time-zone setting.

Test before going live: Open the public event page and Member Portal view, then review the confirmation email to confirm the time-zone wording is visible and unambiguous.

What happens next? If every event and time-based module should use another time zone, contact Member365 Support to confirm the program-wide change and its impact before proceeding.

Creating a Basic Event

Why is the registration button missing from my third-party event?

When would I use this? Use this when a third-party registration URL is saved but the event page has no registration button or the event is missing from the portal calendar.

Before you begin: Confirm the event and third-party registration dates. An expired Close Registration date can prevent registration even when the event itself is upcoming.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Check Date and Location to make sure the actual event dates are correct.
3. On Registration, review the third-party URL and registration window. If Close Registration is hidden, temporarily choose Online Registration → Yes, set the correct future close date, then return the option to Third Party.
4. Save the event and check its intended calendar audience.

Expected result: An upcoming event with an open registration period displays its third-party registration option.

Test before going live: Open the event page while signed out and follow the button to the intended third-party site.

What happens next? Keep the actual event date unchanged; recheck the registration window if the button disappears later.

Configure Event Registration · Open or Close Registration

How do I find the contacts registered for one event workshop?

When would I use this? Use this when you need to notify the registrants of a particular class or workshop within an event.

Before you begin: Identify the event and exact workshop; the event-level report includes other ticket holders too.

Steps in Member365:

1. From the Administrator Dashboard open Events → Reports and select the event.
2. Open Registrations → Individuals and click Export to Excel.
3. Open the spreadsheet and find the column for the intended workshop.
4. Filter that column to registrants marked with an X; use their contact details for the workshop-specific list.

Expected result: The filtered export identifies the contacts who selected that workshop.

Test before going live: Compare several known registrations and check that you selected the correct workshop column and contact information.

What happens next? Refresh the export before later outreach because registrations can change.

View a Report of All Event Registrants

Why is my event add-on missing during registration?

When would I use this? Use this when an add-on has been created and the event is published, but registrants cannot choose it.

Before you begin: Identify every ticket that should offer the add-on and confirm the add-on is saved.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Add-Ons, create or review the item and its group; save it.
3. Open Tickets and edit each ticket that should offer the item.
4. Under the ticket’s Enable options, turn on Add-Ons; save and publish the event.
5. Start a test registration and inspect Select Ticket Options.

Meal option: If the missing option is configured as a meal, open the ticket setup and turn on the Meals button for that ticket, then test a purchase. A ticket can hide the meal even when the event defines it.

Expected result: The add-on appears during ticket options for the enabled tickets.

Test before going live: Check one enabled and one disabled ticket to confirm the right audience sees the choice.

What happens next? Repeat the ticket setting for any additional ticket type that should offer the add-on.

Create and Configure Event Add-Ons · Create an Event Ticket

Can an event ticket accept any one of several prerequisite tickets?

When would I use this? Use this when a reception or workshop ticket should be available to people buying one of several conference ticket types.

Before you begin: A ticket with multiple checked prerequisites requires all selected prerequisite tickets; the rule does not provide an either/or choice.

Steps in Member365:

1. Open Events → Manage Events and edit the event.
2. On Tickets, edit the dependent ticket.
3. Under Ticket Prerequisites, select only the ticket that must always be purchased first.
4. Save and publish, then test the available ticket combinations.

Expected result: The dependent ticket is available only when every selected prerequisite is met.

Test before going live: Attempt a test registration with each eligible ticket option and without any prerequisite.

What happens next? If either/or eligibility is essential, adjust the ticket design or ask Support about available alternatives; checking multiple boxes will not create OR logic.

Create an Event Ticket

Can I close event registration without cancelling existing registrants?

When would I use this? Use this when signups should stop immediately but completed registrations must remain in place.

Before you begin: Check the event and its current registration dates; this change affects future signups.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open Registration.
3. Set Close Registration to a date that has passed and save the event.
4. Review the event report to confirm previous registrants are still recorded.

Expected result: New visitors can no longer register; people already registered retain their registration.

Test before going live: Open the registration link in a signed-out browser, then check an existing registrant in the report.

What happens next? Set a future close date if you later decide to reopen registration.

Open or Close Event Registration

What does “Abandoned Registrations” mean in an event report?

When would I use this? Use this when comparing people who started registering with confirmed event registrants.

Before you begin: An abandoned registration is an incomplete attempt; do not treat it as an attendance or confirmed purchase record. A contact normally appears in this report only after advancing beyond the ticket-selection page; leaving on the first page may create no abandoned-registration row.

Steps in Member365:

1. Open Events → Reports and select the event.
2. Review Abandoned Registrations for contacts who began registration without completing the process or payment.
3. Compare the event’s completed registrations and financial report before taking action.

Expected result: The report distinguishes unfinished registration attempts from completed registrations.

Test before going live: Compare a known completed registrant with a safely abandoned test attempt before using the figures in communications.

What happens next? Direct the contact to complete a fresh registration if needed; confirm the event still has an available ticket and open registration period. The Abandoned Registrations report does not export a ready-made contact email list for an outreach campaign. If follow-up is appropriate, gather the contact addresses manually, add them to a suitable list, and send a separate email campaign. Check consent and recipient details before sending.

View a Report of Event Registrants

Why can’t visitors choose member and non-member tickets for my third-party event?

When would I use this? Use this when an event sends visitors straight to an external registration page instead of showing Member365 ticket choices.

Before you begin: Decide where registration and payment should take place. A third-party registration URL sends visitors to the other service.

Steps in Member365:

1. From the Administrator Dashboard, open Events → Manage Events and select the event.
2. On Registration, change Online Registration from Third Party to Yes for Member365 registration.
3. On Tickets, choose + Add to configure separate member and non-member ticket choices and their prices.
4. Save and publish the event changes when ready.

Expected result: Visitors register through Member365 and see the tickets available to them.

Test before going live: Check the public registration link as an eligible member and a non-member; confirm prices and payment flow.

What happens next? Use a third-party URL only when registration will happen outside Member365.

Configure Event Registration · Create an Event Ticket

How do I bill a non-member I registered manually for an event?

When would I use this? Use this when you register a non-member on their behalf, including after an event, and need to collect or record a fee.

Before you begin: Confirm the event accepts non-members and has the intended ticket. Manual non-member registration does not create a payable invoice by itself.

Steps in Member365:

1. Open Events → Manage Events, select the event, and check Registration for non-member access and the public registration link.
2. Register the contact using the event registration flow and confirm they appear in the registrant report.
3. Open Financial → Create Invoice, select the same contact, and enter the event fee with the correct account and tax treatment.
4. Save or send the invoice according to your normal payment process.

Expected result: The attendee appears in event registrations and has a separately issued invoice.

Test before going live: Compare the contact, fee, tax, and invoice status; do not assume a manual invoice automatically links to the event report.

What happens next? Reconcile event attendance and invoice payment in your reports.

Register a Non-Member · Create an Invoice

How can I test an event reminder without emailing every registrant?

When would I use this? Use this when a reminder includes links or attachments you want to check before it reaches attendees.

Before you begin: Event reminders have no separate test-send option; sending one from the live event reaches its registrants. A copied event does not copy registrations.

Steps in Member365:

1. Open Events → Manage Events, find the event, and click its duplicate icon under Options.
2. Name the copy as a test, confirm, and review its dates, audience, tickets, and Reminders settings.
3. Register only your test contact in the copy and publish it with a suitable reminder schedule.
4. Check the reminder received by that test registrant, including links and attachments.

Expected result: The test contact receives the reminder from the copied event; live event registrants are unaffected.

Test before going live: Confirm the copy has no other registrants and that its timing will not send an unintended message.

What happens next? Make verified edits to the live event reminder and review its recipients before it sends.

Copy an Event · Create an Event Reminder

How can an administrator register someone when an event ticket is sold out?

When would I use this? Use this for an approved exception when ticket inventory is full and opening more public tickets would notify a waitlist.

Before you begin: Confirm capacity and the contact’s consent. Imports can bypass the ticket limit, cannot be deleted from the event registration list, and do not create an invoice.

Steps in Member365:

1. Ensure the contact exists in Member365, then open Events → Reports and select the event.
2. On Registration Import, download and complete the import template for the correct ticket or workshop.
3. Choose the file, select the correct ticket and workshop, then click Import Registration.
4. Send the event confirmation separately and use Financial → Create Invoice if payment is required.

Expected result: The contact appears on the registration list without reopening public inventory.

Test before going live: Check the import rows, ticket, capacity, confirmation message, and invoice total before further imports.

What happens next? Reconcile the separate invoice: manual invoices do not link to imported registrations in event financial reporting.

Import Event Registrants · Create an Invoice

Why does my event email link open the event page without a registration button?

When would I use this? Use this when testing an event campaign and the event appears, but members cannot start registration.

Before you begin: Check the event’s intended registration window and make sure tickets are configured and available.

Steps in Member365:

1. From the Administrator Dashboard, open Events → Manage Events and select the event.
2. On the Registration tab, review Open Registration and Close Registration.
3. If registration should be open now, set the opening date to today or an earlier date and ensure the closing date is still in the future; save the event.
4. Open the campaign link again as a test registrant.

Expected result: A registration action appears during the event’s open registration window.

Test before going live: Confirm the button and available tickets from a member account before sending the campaign.

What happens next? If the button is still absent, inspect ticket availability and event visibility settings.

Open or Close Event Registration · Test Event Registration

Why can’t registrants modify their event tickets or workshop choices?

When would I use this? Use this when the Member Portal shows Withdraw or Remove but no Modify option for an existing registration.

Before you begin: Check the event’s modification policy and who originally purchased the registration. A date copied from an older event can close changes unexpectedly; extending it will allow eligible registrants to change tickets. For a group registration, the purchasing registrant must sign in with their own portal account; someone merely assigned a ticket cannot modify the original purchase. Enable portal access for a non-member registrant when your event’s access settings require it.

Steps in Member365:

1. From the Administrator Dashboard, open Events → Manage Events and select the event.
2. Open the Registration tab and review Modification Date.
3. If modification should still be allowed, set a suitable future date or clear an obsolete date, then save.
4. Have a test registrant open Events → My Event Registrations → Withdraw/Modify → Select Ticket Options.

Expected result: Eligible registrants can edit workshops or tickets while the modification window is open.

Test before going live: Confirm the option appears and that the revised registration and any fees are correct.

What happens next? Tell registrants the deadline before directing them to modify their choices.

Modification deadline: The Modification Date is the cutoff at the start of that date. If changes should remain open today, choose a later date, then test the registration again.

Configure Event Registration · Edit Workshop Choices

Why does my event add-on disappear when I save it?

When would I use this? Use this when creating an event add-on and the Groups selector is empty or the add-on does not remain on the event.

Before you begin: Decide how to group add-ons for attendees, even if the event needs only one group.

Steps in Member365:

1. From the Administrator Dashboard, open Events → Settings → Add-On Groups and create a group.
2. Open Events → Manage Events, select the event, and go to Add-Ons → Add.
3. Enter the add-on details, select the new Group, click Add, then Publish the event configuration.

Expected result: The add-on stays in the event and can be offered to registrants.

Test before going live: Reload the event and test a registration to check the add-on, price, and group display.

What happens next? Review add-on availability whenever you copy an event or change its groups.

Create Event Add-Ons · Configure the Events Module

How do I collect an event form for each ticket in one purchase?

When would I use this? Use this when one purchaser buys several tickets and you need a separate meal, accessibility, or workshop answer for each attendee.

Before you begin: Create and publish an Event Registration form. An event-level form appears once for the overall registration; a ticket-level form can appear for every assigned ticket.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Tickets.
2. Edit the relevant ticket and choose the form under Associated Form.
3. Enable Present form for each ticket purchased?, click Add, and Publish the event configuration.

Expected result: The purchaser answers one form for each purchased ticket on behalf of its assignee.

Test before going live: Buy multiple test tickets and verify the number of form submissions and their ticket assignments.

What happens next? Review the form report by ticket; do not also attach the same form to overall registration unless a second response is intended.

If two different forms appear: Check the event’s Form Questions tab as well as the ticket’s Associated Form. A form attached at the event level appears for every registrant regardless of ticket type. Remove it from the event level and attach it only to the intended ticket types when different tickets should show different forms.

Attach a Form to a Ticket · Create an Event Form

How do I add a registrant’s job title to an event name badge?

Direct answer: Add the {job_title} merge tag to the name-badge template. When badges are generated, Member365 replaces the tag with the job title stored for each registrant.

When would I use this? Use this when an event badge should show the job title entered or associated with the person assigned to the ticket.

Before you begin: Confirm that the registrant’s job-title field contains the value you want printed. Merge tags can display only information available for that registrant.

Steps in Member365:

1. From the Administrator Dashboard, open Events → Name Badges → Manage Badges.
2. Select the name-badge template you want to edit.
3. Place the cursor where the job title should appear and insert {job_title}. You can type the tag directly or select it from the editor’s Merge Tag menu when available.
4. Click Preview and confirm the field appears in the intended position and format.
5. Save or publish the template, then generate a sample badge for a registrant whose job title is populated.

Expected result: Each generated badge displays that registrant’s job title in place of {job_title}.

Test before going live: Preview and print one sample badge with a long job title to confirm that the text fits the selected badge size.

What happens next? If the tag remains blank, verify the registrant’s job-title value before changing the template.

Edit a Name Badge Template · Understand Name Badge Merge Tags

Why is the refund button missing from an event invoice?

Direct answer: Member365 normally hides + Add a Refund while the event is still in progress or its registration window is open. Before the event concludes, refund the registration by impersonating the contact and withdrawing the applicable ticket. After the event and registration have both closed, the manual refund option becomes available in the Financial module, although it can take one or two days to appear.

When would I use this? Use this when a paid event invoice does not show the refund action and you need to determine which refund workflow applies.

Before you begin: Confirm that the original payment has settled. Member365 recommends waiting at least two days after the purchase before issuing an event refund. Check whether the registration was imported; imported registrations may require Member365 Support because they cannot always be removed through the administrator screens.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open Registration and review the registration Open Date, Close Date, and Withdraw Date.
3. Open Date / Location and confirm whether the event date has passed.
4. If the event has not concluded, open the purchaser’s contact record and click Impersonate. In the Member Portal, open Events → My Event Registrations, choose Withdraw/Modify, remove the ticket being refunded, click Continue, and select Process Refund. If necessary, temporarily reopen the registration or extend the withdrawal date, then restore the original event dates after processing.
5. If the event has concluded and registration is closed, wait up to two days for the manual action to appear. Then open Financial → Manage Invoices, select the invoice, click + Add a Refund, enter the refund line details, and click Process Refund.

Expected result: The refund is processed through the workflow that matches the event’s current status, and the invoice records the refund correctly.

Test before going live: Verify the event and registration dates, payment method, selected ticket, refund amount, tax, and ledger account before confirming the transaction.

What happens next? If the event has concluded, registration is closed, more than two days have passed, and + Add a Refund is still missing, contact Member365 Support rather than changing financial records outside the documented workflow.

Missing ticket-level responses: If the associated form appears on fewer tickets than expected, review whether Force Ticket Assignment is enabled for the event. In the reported setup, enabling ticket assignment was required so registrants could not skip the form associated with each ticket. Check a completed test registration and compare its form report with the assigned tickets.

Adding a form after registration opened: Registrants who completed checkout before the form was associated with the event or ticket may not have a response in the new form report. Compare their registration timestamps with the form setup, then contact affected registrants for the missing answers instead of assuming the current form setting collected them retroactively.

Refund an Event Invoice · Refund an Event Purchase Before the Event Concludes · Process a Manual Refund

How do I create a name badge in a custom size?

When would I use this? Use this when the prebuilt name badge formats do not match the badge stock for an event.

Create a custom name badge and select its size in the badge format menu. The badge can then fill in attendee details using merge tags.

Steps in Member365:

1. From the Administrator Dashboard, open Events → Name Badges → Create Badge. If the Create Badge option is unavailable, ask Support to enable custom name badges for your organization.
2. Select the required Badge Format, name the badge, and design it inside the indicated border.
3. Add the needed attendee merge tags, click Preview, adjust the layout, and click Publish when the preview is correct.

Expected result: The new badge is available to use with the event’s registration list.

What happens next? Print a sample on your badge stock and check alignment before printing the full batch.

Create a New Name Badge

How can I check whether an event reminder was sent?

When would I use this? Use this after scheduling an event reminder when you need to confirm delivery activity.

Event reminders do not have a separate analytics report. Check the email log on a registrant’s contact record for evidence that the reminder was sent.

Steps in Member365:

1. Open the event report and select a contact who was registered when the reminder was due.
2. Open that contact’s profile and review its Communication & File Log or email log for the reminder.
3. Check additional registrants if you need to confirm the send across the audience.

Expected result: The contact’s email log shows whether the reminder email was generated for that registrant.

What happens next? If you need to email attendees on the same day, create a list filtered to that event and send an email campaign; a newly scheduled reminder for a date that has already arrived may not serve that purpose.

Create an Event Reminder

How do I make an event ticket available only to selected contacts?

When would I use this? Use this when an event ticket is meant for a board, regional group, volunteer group, or another selected audience.

Direct answer: A saved List Builder list is not itself a ticket-audience option. Event-ticket audience filtering uses the contact’s Contact Demographic or Contact Classification tags. If a saved list such as a regional list does not appear while editing a ticket, use the list to identify the contacts, assign the appropriate tag to those contacts, and add that tag to the ticket’s registration path or fee structure.

Before you begin: Contact-demographic or contact-classification ticket filtering must be enabled in the Events module. Contact Member365 Support if the applicable options are missing.

Steps in Member365:

1. Open Contacts → Settings → Contact Demographics and create or review the tag that identifies the eligible audience. The Events screens may refer to these tags as Contact Classifications.
2. Use the saved list to verify the intended audience, then assign the tag to each eligible contact record. The saved list itself will not appear as the ticket restriction.
3. Open Events → Manage Events, select the event, open Tickets, and edit the intended ticket.
4. In Contact Demographics Registration Paths or the ticket’s Fee Structure, select the intended Contact Demographic or Contact Classification and add it to the ticket.
5. If the ticket has more than one tag, a contact matching any one of them can see that ticket. A ticket with no classification tags remains available to everyone who meets its other restrictions.
6. Save the ticket changes and Publish the event.
7. Test authenticated registration with one tagged contact and one untagged contact.

Expected result: The tagged contact sees the restricted ticket, while the untagged contact sees only unrestricted tickets or tickets matching another eligibility rule.

Public calendar: If registration begins from the public event calendar, open CRM → Options → Control Panel → Events and review Allow Contact Classification Registration Paths from Public Event Calendar?. When this setting is off, classification filtering does not apply through the public calendar. After changing it, test the complete public-calendar flow with representative contacts before sharing the event.

Troubleshooting: If the ticket is still missing or visible to the wrong audience, confirm the contact’s tag, the ticket’s selected tags, all other membership or date restrictions, the event’s published state, and the public-calendar setting.

Event Ticket Price Points using Contact Demographics · Create a Contact Demographic · Associate a Contact with a Contact Demographic

How can someone register for an event without logging in?

When would I use this? Use this when you share a public event link and visitors should purchase tickets without first signing in to the Member Portal.

Before you begin: Decide whether non-members can register and confirm the intended tickets allow their purchase. Login requirements and ticket eligibility are separate settings.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open the Registration tab.
2. Turn on Allow No-Login Registration and save the event.
3. If non-members should attend, also review the event’s non-member registration setting and each ticket’s Allow Non-Member Purchase? setting.
4. Share the public event registration link.

Expected result: Eligible visitors can register from the link without a portal sign-in.

Test before going live: Use a private browser window and test the member and non-member ticket paths and prices.

Returning to edit: No-login registration creates a contact record. A non-member who later wants to modify the registration must sign in to the Member Portal using the credentials from the non-member welcome email or the password-reset flow; there is no anonymous edit path.

What happens next? If a ticket remains unavailable, check its audience settings and registration dates.

Allow No-Login Registration · Make Tickets Available to Non-Members

Can I transfer a registration from one event to another?

When would I use this? Use this when someone registered for the wrong event and should attend a different one.

Before you begin: Member365 does not move a registration between separate events. Review each event’s withdrawal date, refund policy, and the amount already paid before making changes.

Steps in Member365:

1. Open the original event registration and review its tickets, payment, and withdrawal options.
2. Withdraw the registration from the original event when permitted; handle any invoice or refund according to your organization’s policy.
3. Register the contact for the intended event through its event link or an administrator workflow.
4. Confirm the new event’s ticket, invoice, and attendee details.

Expected result: The contact is registered for the correct event, with the original registration’s financial history handled separately.

Test before going live: Review both event rosters and financial records to avoid a duplicate charge or missing registration.

What happens next? Send the correct confirmation and explain any applicable difference in fees.

Edit or Withdraw a Registration · Find an Event Registration Link

Why is a closed event still sending reminder emails?

When would I use this? Use this when reminder emails mention an event whose registration has ended.

Before you begin: Identify the actual event and reminder from a received message; a copied event may retain reminder settings.

Steps in Member365:

1. Open Events → Manage Events and check both the old event and any copied event.
2. Open Reminders on the active copy. Review its schedule, audience, event name, links, and message.
3. Correct or remove the outdated reminder on the copy, then save the event.

Expected result: The active event no longer sends a reminder that describes the old event.

Test before going live: Check all reminders and test the copy with a test registrant before sending again.

What happens next? When copying events, review reminders along with dates and tickets.

Copy an Event · Create an Event Reminder

Where do I get the code to embed the public events calendar?

When would I use this? Use this when displaying Member365 events on an external website.

Steps in Member365:

1. In the administrator dashboard, open Configuration → Events → Setup → Embed Website Calendar.
2. Choose Calendar View or List View and copy the embed code; if you need to share the calendar as a link, use the URL shown in the code window.
3. Add it to the website and test the public page with more than one event.

Expected result: The site shows the chosen public events view.

Related Guide article

Can I set an event reminder for the event day?

When would I use this? Use this when an event reminder should go out on the day of the event or one day before.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Reminders, add a reminder and choose the number of days before the event start date.
3. Use 0 for the event date or 1 for the preceding day, write the message, and publish.
4. Check the schedule and test with a suitable event before relying on it.

Expected result: The reminder follows the relative day setting; the reminder editor does not select a fixed date and time.

Related Guide article

Can I print an event name badge at check-in and mark attendance?

When would I use this? Use this when you want to print badges for attendees as they arrive.

Before you begin: Choose and test a suitable badge template and printer before the event.

Steps in Member365:

1. Open Events → Reports and select the event.
2. On the Name Badges tab, use Print Badge for the attendee.
3. On the Attendance tab, mark the person as attended. If attendance must be marked manually, disable Attended by Default on the event’s Registration settings.

Expected result: A badge prints for that attendee and the event report records attendance.

What happens next? Member365 does not prescribe a particular printer; test your printer and badge stock on site.

Preview and Choose Event Name Badge Templates · Mark Event Registrants as Attended

Can one event ticket cover several webinar dates?

When would I use this? Use this when a webinar series has several scheduled sessions but one registration and payment.

Before you begin: List the actual dates and start/end times of every session.

Steps in Member365:

1. Create or open the event and use Specific Dates in its schedule.
2. Add each session date with its start and end time.
3. Create the ticket for the full series, then preview and test the registration before sharing the link.

Expected result: Registrants see the series dates and complete one registration for the ticket.

What happens next? Add future occurrences to the same event only when the same registration should cover them.

How do I print event name badges without membership categories?

When would I use this? Use this when the selected badge template shows a membership level you do not want on attendees’ badges.

Before you begin: Preview the template with a sample attendee before printing a batch.

Steps in Member365:

1. Open Events → Settings → Event Badges.
2. Choose and preview a template that omits membership type; the Avery 5392 (3), (4), and (5) variants were confirmed as options.
3. Save the preferred badge template and print one sample from the event report.

Expected result: The selected badge layout leaves off membership category details.

What happens next? If your preview still shows the category, check the actual saved template and contact Support with a sample.

Preview and Choose Event Name Badge Templates

Can I show a different set of event add-ons for each ticket type?

When would I use this? Use this when tickets for the same event need different optional purchases.

Before you begin: Enabling add-ons for a ticket exposes the event’s add-ons to that ticket’s buyer.

Expected result: Event add-ons cannot currently be restricted to a different set for each ticket type within the same event.

What happens next? Review add-ons across all ticket types in a test registration before publishing.

Create and Configure Event Add-Ons

Can non-members join the waitlist for a members-only event ticket?

When would I use this? Use this when an event is visible to non-members but its ticket requires membership or another prerequisite.

Before you begin: Ticket eligibility controls both purchase and the ability to join that ticket’s waitlist.

Expected result: Opening event registration to non-members does not override a members-only ticket. A non-member cannot join that ticket’s waitlist without ticket eligibility; making the ticket available to non-members would also allow them to purchase when a place opens.

What happens next? Test both an eligible member and a non-member before relying on a waitlist rule.

Make Tickets Available to Non-Members

Can I export one report of every event in a year?

When would I use this? Use this when you need dates, registration counts, and other fields across multiple events.

Before you begin: Member365 does not currently provide a single all-events export with those fields.

Steps in Member365:

1. Open Events → Reports and select each event you need.
2. Export that event’s registration report, then combine the files outside Member365 if a year-wide view is required.

Expected result: You can obtain per-event rosters, but the requested one-file all-events export is unavailable.

View an Event Registrant Report

Why can someone complete event registration without paying immediately?

When would I use this? Use this when an event registration is pending payment and you expected a card charge.

Before you begin: Check which payment options the event allows.

Steps in Member365:

1. Open the event’s registration settings and review its payment methods.
2. If Check or Cash is allowed, a registrant can finish without entering a card; the invoice remains pending until your team records payment.
3. If payment at checkout is required, offer only credit card and test the public registration flow.

Expected result: Offline payment choices explain pending invoices without assuming the card gateway failed.

What happens next? Verify receipt of funds before marking any pending invoice paid.

Configure Event Registration · Process Offline Payments

Can someone buy tickets for different events in one cart?

When would I use this? Use this when a registrant wants to pay for several separate events in one checkout.

Tickets for one event can be purchased together, but tickets from different events cannot be combined into a single event cart. Have the registrant complete checkout for each event separately and confirm each registration in its event report.

How do I offer a different event price to non-member students?

When would I use this? Use this when student non-members and other non-members should see different prices for the same event.

Before you begin: Student status for non-members is not validated automatically by this ticket setup; decide how your team will check eligibility.

Steps in Member365:

1. Open Events → Manage Events, select the event, and open Tickets.
2. Create one non-member ticket at the standard price and another clearly labeled student non-member ticket at the student price.
3. Make both tickets available to non-members, then save and publish the event.
4. Test the registration page as a non-member and check both prices.

Expected result: Registrants choose the appropriate ticket. Verify student eligibility under your organization's own process.

Create an Event Ticket · Make Tickets Available to Non-Members

Are newly available event tickets reserved for people on the waitlist?

When would I use this? Use this before increasing a sold-out ticket's capacity or when an attendee withdraws.

Before you begin: A waitlist notification does not reserve or restrict newly available tickets to waitlisted contacts. While capacity is available, any eligible person who can access the event may register.

Steps in Member365:

1. Open Events → Manage Events, select the event, then open Tickets.
2. Edit the sold-out ticket and enable Email only the first person in the wait-list? if you want sequential notifications; save and publish.
3. Release a spot by increasing capacity or processing a withdrawal, then monitor the waitlist and registrations in the event report.

Expected result: With the alternative enabled, the first waitlisted person is notified and has 24 hours to register before the next waitlisted person is notified. Otherwise, everyone on that ticket's waitlist is notified together. This setting controls notification order only; available tickets remain first-come, first-served for all eligible registrants.

How the Event Wait List Works · Create an Event Ticket

When does an event's Close Registration date take effect?

When would I use this? Use this when registration must remain open through a particular calendar day.

The Close Registration date takes effect at midnight as that selected date begins. For example, a close date of the 15th stops new registrations when the 14th becomes the 15th. Choose the next date if registration must remain available throughout the 15th, then test the public registration link around the intended cutoff.

Event Registration Date Cutoffs · Open or Close Event Registration

How do I streamline registration for a free event?

When would I use this? Use this when a free event is open to members or non-members and you want to reduce registration steps while still collecting the attendee’s name and email address.

Direct answer: Every event needs at least one ticket, even when attendance is free. A free ticket still completes a $0.00 transaction, so the checkout or payment step cannot be skipped and Member365 does not document a setting that removes every billing field. You can reduce friction by allowing registration without a Member Portal login and requiring the free ticket to be assigned to an attendee.

Before you begin: Create or identify the free ticket, decide whether non-members can register, and confirm that the ticket is available to the intended audience.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. On Tickets, add or edit the free ticket and set its price to $0.00.
3. Open the Registration tab, turn on Allow No-Login Registration, and publish the event. If non-members should attend, also confirm that the event and ticket allow non-member registration or purchase.
4. Return to Tickets, edit the free ticket, turn on Force Ticket Assignment, and enable the ticket-assignment email requirement when an email address must be collected for each attendee.
5. Save the ticket, publish the event, and complete a test registration from the public event link in a private browser window.

Expected result: Eligible non-members can register without signing in, and the ticket-assignment step collects the attendee details required by the ticket. The registrant must still complete the normal checkout as a $0.00 transaction.

Troubleshooting: If the billing or payment step still appears, that is expected for a free event and cannot be skipped. Consider adding a short disclaimer explaining that no payment will be charged. If the free ticket is unavailable, review its dates, audience, membership-category, and non-member-purchase settings before testing again.

Streamline Registration for a Free Event · Require Name and Email During Registration · Allow No-Login Registration · Create an Event Ticket

Can attendees choose their own price for an event ticket?

When would I use this? Use this for a pay-what-you-choose or donation-based event.

An event ticket cannot accept a price chosen by the registrant. The contact must already exist before event import, and imported registrations cannot be deleted. If donations are appropriate, create a Fundraising campaign where the donor chooses the amount, then add the person to the event with a no-cost registration. Keep the donation and event registration records reconciled separately.

Steps in Member365:

1. Set up the Fundraising campaign and communicate the donation process.
2. After confirming the donation, add the existing contact to the event using Events → Reports → Registration Import and the intended ticket.
3. Check the event roster and fundraising transaction independently.

Expected result: The donor chooses an amount in Fundraising and appears on the event roster; the donation is not an event-ticket payment.

Import Event Registrants

Can I refund all registrants of a cancelled event in one batch?

When would I use this? Use this after cancelling an event with many paid registrations.

Before you begin: There is no batch refund action for all event registrants. Check each payment method, invoice, withdrawal terms, and gateway settlement before issuing a refund. A refund changes money and may also withdraw a registration.

Steps in Member365:

1. Export or review the event's registrant report and reconcile it against paid event invoices.
2. For an event whose registration window is still open, withdraw each applicable ticket through the registrant's Member Portal flow, using impersonation when authorized. Check the refund screen for each ticket.
3. After the event has concluded and registration has closed, open Financial → Manage Invoices and process each eligible event invoice individually, including a partial amount when appropriate.
4. Review the gateway and invoice records for each refund before telling registrants it is complete.

Expected result: Refunds are recorded per registration or invoice; no single action refunds the entire event.

Manually Refund Event Purchases · Refund an Event Invoice

What does Attended By Default do for event learning credits?

When would I use this? Use this when setting up an education event and deciding whether attendance must be marked manually after the session.

When Attended By Default is enabled for the relevant session, registered attendees are automatically marked as attended and receive the associated learning credit. Use it only when automatic attendance accurately reflects your event's credit policy.

Steps in Member365:

1. Review the event's ticket or session attendance settings before registration opens.
2. Enable Attended By Default only for the sessions where every registrant should receive attendance credit.
3. After a test registration, check the attendance and credit record before using the setting for a live event.

Expected result: Eligible attendees are marked attended without a separate attendance import or manual marking step.

Can an event take a deposit followed by scheduled installment payments?

When would I use this? Use this when selling a trip or event that participants would normally pay for in several installments.

Event registration does not provide a built-in staggered payment schedule. One manual approach is to offer an offline payment method such as check or e-transfer, collect installments outside the event checkout, and track them until the invoice is fully paid.

Before you begin: Decide how you will record each partial payment and when the invoice will be marked paid. Confirm your organization can administer that process.

Steps in Member365:

1. Configure the event's available offline payment option and explain the installment terms to registrants.
2. Record each payment received and its remaining balance in your finance workflow; keep a note on the contact record when useful.
3. Mark the invoice paid only after the full amount has been received and reconciled.

Expected result: The registration can be managed with manually tracked installments, without suggesting that Member365 charges future installments automatically.

How do I export which registrants purchased an event add-on?

When would I use this? Use this when the event Add-ons report shows a total but you need names for badges, meals, or attendance.

Before you begin: Select the intended event and review the Registrations export; a summary count alone does not list the attendees.

Steps in Member365:

1. Open Events → Reports and select the event.
2. Open the Registrations tab and choose Export to Excel.
3. In the exported registration roster, find the Add-ons column and filter or sort for the specific add-on.
4. Check the names on those rows against the attendee or purchaser details before using them.

Expected result: The roster export identifies registrations that include the add-on, with names available on the same rows.

Test before going live: Confirm a known purchase appears in the export and check whether any group registrations need separate attendee assignment.

What happens next? Use the filtered roster for your operational list or badge preparation.

Locate registrants who purchased an event add-on

Why are attendee names missing from some event registrations?

When would I use this? Use this when an event report shows purchaser details but some individual attendees have incomplete information.

Before you begin: Registrations made without assigning each ticket to a person may record only the purchaser; changing a setting later does not fill earlier entries.

Steps in Member365:

1. Open the event's registration settings and review Force Ticket Assignment and purchaser limits.
2. Require ticket assignment for new purchases if every attendee needs a named record.
3. Open Events → Reports → Registrations and review older registrations with missing details.
4. Assign those attendees to their tickets manually or, for a suitable free event, consider unregistering and registering them again after checking the consequences.

Reporting note: In Events → Reports → Registrations → Individuals, export the roster and compare purchaser and ticket-holder information. The export can contain both; a ticket holder appears only when that ticket has been assigned to a person.

Expected result: New registrations collect individual attendee details when ticket assignment is required; older entries need separate correction.

Test before going live: Make a test purchase with multiple tickets and inspect the resulting registration report.

What happens next? Contact Support before altering paid registrations or refund records.

When is an event ticket modification penalty charged?

When would I use this? Use this when setting a fee for changes to an event registration, such as replacing the ticket assignee or changing tickets.

Before you begin: A withdrawal penalty and a modification penalty are separate settings with their own start dates.

Steps in Member365:

1. Open the event's Tickets configuration and review Penalty Fees.
2. Set the Modification Penalty Date and fee only if changes after that date should be charged.
3. Choose whether the fee applies Per Ticket or Per Purchase.
4. Test a modification before and after the penalty date with an eligible registration.

Expected result: After the configured date, changing a purchased ticket incurs the modification fee according to the chosen per-ticket or per-purchase rule.

Test before going live: Review a test invoice and make sure the withdrawal setting reflects your separate cancellation policy.

Event Ticket Dates, Fees, and Penalties

What happens if I remove an event registration or void its invoice?

When would I use this? Use this when an incorrect event registration or its linked invoice must be removed and you need to understand the effect on attendance and payment records.

Before you begin: Remove Registrations removes the registration record but does not issue a refund. Voiding an event invoice also removes its associated registration, so verify the registrant, invoice, payment, and intended outcome before either action.

Steps in Member365:

1. Open Events → Reports, select the event, and confirm the registration to change.
2. To delete only the registration, use Remove Registrations. Handle any refund separately.
3. To void the invoice go to the Financial manage page and look for the invoice and click the void button in the options column.
4. After the change, verify the attendee list, withdrawals, ticket availability, invoice status, and invoice activity log.

Expected result: Removing a registration does not automatically refund its ticket. Voiding an event invoice voids the financial record and removes the linked registration.

Troubleshooting: If the registration was removed, the attendee must register again. If payment was already received outside Member365, account for that payment during the new registration so the attendee is not charged twice.

Cancel or Remove an Event Registration · Void Invoices

Can I sell a table for ten people as one event ticket?

When would I use this? Use this when one purchaser wants to pay for a table and provide ten attendee names.

Before you begin: A single table ticket does not itself reserve ten ticket seats or link names entered on an event form to separate contact registrations.

Steps in Member365:

1. For ten linked attendee registrations, instruct the purchaser to choose a quantity of ten tickets and assign the tickets to the attendees.
2. If charging one table price on a single ticket, attach an event form with required fields for attendee names and any dietary details; explain that these responses are information only, not ten linked tickets.
3. For a dietary form that should appear for every ticket, attach it on the event’s Form Questions tab.

Expected result: Choose the ticket quantity workflow when seat count and contact linkage matter.

Test before going live: Make a test table purchase and check the event capacity, assigned attendees, and form responses before opening registration.

How can a registrant buy more than one of the same event add-on?

When would I use this? Use this when a per-ticket add-on cannot be purchased in the quantity a family or group needs.

Before you begin: Event add-ons are sold on a per-ticket-type basis.

Steps in Member365:

1. Create a separate ticket type for the optional item.
2. Set its prerequisite to the main event ticket, so registrants must purchase the main ticket first.
3. Test buying multiple optional tickets with a main ticket.

Expected result: The optional item can be purchased as tickets in the needed quantity.

Test before going live: Check pricing, capacity, and the prerequisite flow on the registration page.

Why does my event ticket show $0 even though I set its regular price?

When would I use this? Use this when a priced ticket unexpectedly appears free during an early-bird period.

Before you begin: Check every pricing field for the ticket, including its early-bird amount.

Steps in Member365:

1. Open Events → Manage Events and edit the affected ticket.
2. Review its early-bird pricing. If the ticket should cost the same throughout the period, enter the regular amount in the early-bird field as well.
3. Save and revisit the public registration page.

Expected result: The ticket displays the intended amount during the early-bird window.

Test before going live: Test each ticket type while that pricing period is active.

What if I created an event reminder too late for its send date?

When would I use this? Use this when a reminder scheduled for today did not go out.

Before you begin: Support advised setting up automated reminders at least one day before the target send day.

Steps in Member365:

1. Check the event’s Reminders tab and the intended send timing.
2. For a missed reminder, use the event registrant list under Lists and its envelope action to create an email campaign to that audience.
3. Keep future automated reminders configured before their target day and check their delivery.

Expected result: A separate campaign can reach the registrants when the automatic reminder was set up too late.

Test before going live: Confirm the list contains the intended event registrants and send a test email.

Create an Event Reminder

Can an event checkout also sell a new or renewed membership?

When would I use this? Use this when planning one checkout for event admission and membership.

Before you begin: Event registration has no built-in option to bundle a membership purchase.

Steps in Member365:

1. Set up the event ticket at the intended combined price only if your organization accepts a manual membership follow-up.
2. Review the event report after registration, then manually enroll the registrants in the appropriate membership or arrange an import with Support.
3. Check that the membership record, renewal terms, and payment allocation match your policy.

Expected result: The event purchase alone does not create or renew the membership.

Test before going live: Run a test registration and verify the separate membership follow-up.

How do I run a weekly or other recurring event?

When would I use this? Use this when the same event format repeats regularly.

Before you begin: There is no automatic recurring-event schedule in the Events module.

Steps in Member365:

1. Create the first event and configure its tickets, dates, and content.
2. In Events → Manage Events, use the copy icon for that event to make the next occurrence.
3. Update the new date and any details that differ, then review and publish each occurrence.

Expected result: Each occurrence is a separate event; copying does not copy registrants.

Test before going live: Check dates, reminders, ticket windows, and public links on each copy.

How to Copy an Event

Will editing an event waitlist email resend it to people already notified?

When would I use this? Use this after changing waitlist wording or releasing more seats.

Before you begin: Changing the template does not resend a waitlist notification that was already sent.

Steps in Member365:

1. Open the event report’s Wait List tab to identify waitlisted contacts.
2. Open a contact’s email log to check whether their waitlist notification was sent.
3. If those contacts need a new message, send a separate email campaign to the appropriate waitlist audience with the registration link.

Expected result: A template edit affects future sends; previously sent messages stay in the contact log.

Test before going live: Review the waitlist and send a test of any manual campaign.

How the Event Wait List Feature Works

Can different ticket types see different workshops in one event?

When would I use this? Use this when one ticket should offer workshops unavailable to another ticket.

Before you begin: Workshop availability can be limited by membership category or contact demographics, but support confirmed it cannot be limited to a specific ticket type.

Steps in Member365:

1. Enable workshops on the ticket types that should access the event’s workshops.
2. Set any applicable membership-category or demographic restrictions on the workshop.
3. If different ticket types require different workshop choices, redesign the event flow or manage eligibility outside that ticket restriction.

Expected result: A ticket with workshops enabled can see the workshops allowed by the other configured restrictions.

Test before going live: Preview each ticket and member audience before publishing.

Create or Edit an Event Workshop

Can a registrant use two promo codes on one event registration?

When would I use this? Use this when a registrant has more than one discount code.

Before you begin: Only one event promo code can be applied to a registration or invoice.

Steps in Member365:

1. Review the event’s Promo Codes tab and decide which single code should apply.
2. Tell registrants which code to use and check the resulting ticket price before payment.

Expected result: The registration uses one promo code; codes do not stack.

Test before going live: Try the intended code on a test registration.

Create an Event Promo Code

How do I put a large invitation image in an event description?

When would I use this? Use this when a small logo or banner is insufficient for the invitation.

Before you begin: The event editor distinguishes inserting media from attaching a file.

Steps in Member365:

1. Open the event description in Events → Manage Events.
2. In the editor, select Show Media when inserting a PNG or JPEG image, then upload or choose the image.
3. Save and preview the event page on desktop and mobile.

Expected result: The invitation appears as image content in the description.

Test before going live: Open the public event page and check sizing and placement.

Can an event promo code discount only the registration fee and leave add-ons payable?

When would I use this? Use this when a registrant should receive a free or discounted event ticket but still pay for an add-on, such as a donation or optional activity.

Before you begin: An event promo code discounts the invoice total; it cannot be restricted to one ticket or line item. A 100% percentage promo code therefore also discounts add-ons on the same invoice.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open the Promo Codes tab and click + Add.
3. Choose Fixed as the promo-code type instead of Percentage.
4. Enter a fixed amount equal to the intended ticket discount, then configure the usage limit and start and end dates as needed.
5. Click + Add, then Publish to save the event configuration.
6. Complete a test registration with the ticket and add-on, apply the code, and confirm the remaining invoice total before sharing the code.

Expected result: The fixed amount is deducted from the total invoice. If it equals the ticket price, the add-on balance remains payable.

Important: The discount is still invoice-level, not tied to the ticket. Re-test whenever ticket prices, quantities, taxes, or add-ons change.

How to Create an Event Promo Code

Will a guest receive an event confirmation when someone buys their ticket?

When would I use this? Use this when a purchaser assigns a ticket to a guest and enters the guest’s email address.

Direct answer: The guest receives an event confirmation at the email entered for the ticket. Email Campaign subscriptions and notification preferences are managed separately.

Steps in Member365:

1. Enter the guest’s correct name and email while assigning the ticket.
2. Complete a test registration and check the assigned guest’s confirmation.
3. If the guest later has Member Portal access, direct them to My Account → Email Notifications for available preferences.

Expected result: The ticket assignee receives the event confirmation, while marketing preferences can be reviewed independently.

Test before going live: Use a test guest address and confirm the email does not expose other attendees’ details.

Why can an eligible member not see an available event ticket?

When would I use this? Use this when a member sees the event but the ticket intended for their membership is missing.

Direct answer: Ticket availability depends on the contact’s actual membership category and status and on the membership categories selected in that ticket’s setup. Inclusion in a saved List or matching an organization-based list filter does not grant membership or make a contact eligible for a member-priced ticket. Unlimited ticket inventory only removes the capacity limit; it does not override membership-category or membership-status restrictions.

Steps in Member365:

1. Open the contact record and confirm the contact has the intended active membership category and status. 
2. Open Events → Manage Events, select the event, then open its ticket settings.
3. In the ticket’s Fee Structure, select or enable the intended eligible membership categories, click + Add to save the ticket settings, then publish the event.
4. If you want a non-member to have access to the ticket ensure that the event is open to non-members and within the ticket ensure that "Allow non members to purchase is turned ON.
5. Check the event as a test contact in one eligible and one ineligible category.

Expected result: A contact with the required membership can select the ticket; other contacts see only tickets they are permitted to purchase.

Troubleshooting: If the intended audience includes staff or other contacts who do not hold the required membership, configure the event and applicable ticket to allow non-member registration instead of relying on a saved list. A ticket marked hidden will not appear even for an otherwise eligible contact; use the visibility control to make it available, save, and retest.

Restrict Event Access to Membership Categories · Make Tickets Available to Non Members

How do I stop selling one event ticket without removing existing registrations?

When would I use this? Use this when a ticket type is full or should no longer be offered, while people who already bought it must remain on the event report.

Hide the ticket type in the event setup. Hiding it removes it from future registration choices; it does not remove existing registrations. Do not delete a ticket type that already has registrations.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open Tickets, find the ticket type, and use its visibility or hidden control to hide it from registration. Save and publish the event.
3. Check the public registration page and the existing event report.

Expected result: New registrants cannot select the hidden ticket, and earlier purchases remain in the report.

Test before going live: Use a signed-out browser to check the registration page, then confirm a known existing registrant remains on the event roster.

Can I require administrator approval before an event registration is accepted?

When would I use this? Use this when an organization wants staff to review attendee eligibility before confirming a seat.

The Events module does not have a review-and-approve step for event registrations. Limit Purchase Quantity controls how many tickets a registrant can choose; it is not an approval setting.

Steps in Member365:

1. Decide how your team will review eligibility outside the event checkout before directing approved people to a registration option.
2. Configure ticket eligibility and capacity in Events → Manage Events → Tickets, and test with eligible and ineligible contacts.

Expected result: Ticket restrictions can control who sees a ticket, but submitted registrations are not held for staff approval.

Can I require a meal selection or event add-on before checkout?

When would I use this? Use this when meal choices or ticket options must be collected for every attendee.

Ticket options such as meal choices and add-ons are not currently mandatory before checkout. Add clear instructions in the Display Ticket Assignment area and follow up on registrations missing choices.

Steps in Member365:

1. Open the event's registration or ticket-assignment settings.
2. Add a clear instruction in Display Ticket Assignment telling purchasers to review and complete their ticket options.
3. Complete a test registration and verify what the purchaser sees before and after payment.

Expected result: Purchasers see the instruction, but checkout can still finish without selecting an option.

Test before going live: Review a test registration without a meal choice so your team knows how to identify and contact those registrants.

Can I set a quantity limit for an event add-on?

When would I use this? Use this when a workshop or session sold as an add-on has limited seats.

Event add-ons do not have a native quantity limit. For a future event, configure a limited-capacity option as a ticket type when capacity must stop sales automatically.

Steps in Member365:

1. Review existing add-on purchases before changing the event.
2. If setting up a new event, create a separate ticket for the limited session and set its ticket quantity limit.
3. Test the buyer journey and check how the option appears alongside the main event ticket.

Expected result: The limited ticket can stop being offered when its configured quantity is reached; an add-on alone will not enforce that capacity.

Test before going live: For an event already selling add-ons, consult Support before changing pricing or ticket structure because earlier purchases and reporting need to be preserved.

Can I assign event tickets without creating contact records for attendees?

When would I use this? Use this when you want names on assigned event tickets but do not want new CRM contact records.

When ticket assignment is enabled, each ticket is linked to an existing contact or creates a new one from the supplied attendee details. Member365 does not currently offer a names-only assignment option.

Steps in Member365:

1. Decide whether ticket assignment is required for attendance and communications.
2. For a returning attendee, use the existing contact's correct email when assigning the ticket.
3. Review newly created contacts and duplicates after a test registration.

Expected result: Each assigned ticket has a contact record for attendance, communication, and reporting.

Test before going live: Test both an existing and a new attendee before opening public registration.

Do event reminder emails go to people who have not registered?

When would I use this? Use this when you want to encourage eligible contacts to register for an event.

Direct answer: Reminder emails configured inside an event go to people already registered for that event. To contact people who have not registered, create an appropriate audience in List Builder and send an Email Campaign instead.

Steps in Member365:

1. Review the event’s current registrants and define the eligible audience who has not registered.
2. Create and verify that audience as a saved list in List Builder, excluding people already registered.
3. Create an Email Campaign for that list with the event registration link and schedule or send it at the intended time.

Expected result: Event reminders inform registrants; the campaign reaches the verified non-registrant audience.

Test before going live: Check a test registrant and non-registrant against the list so registrants do not receive an unnecessary registration prompt.

How do I export each event attendee’s meal selection?

When would I use this? Use this when catering staff need both attendee names and their chosen meals.

Steps in Member365:

1. Open Events → Reports and select the event.
2. Go to Registrations → Individuals and export the report to Excel.
3. Open the Event Roster tab in the workbook and find the meal choice columns for that event; the selected option is marked for each registrant.
4. Compare a known registration and meal choice before using the file for catering.

Expected result: The exported roster associates each recorded meal choice with the corresponding attendee.

Test before going live: Check ticket assignments and a sample row if one purchaser registered several people; meal columns depend on the event’s configured choices.

Can I customize the administrator email sent when someone registers for an event?

When would I use this? Use this when the administrator registration notice needs extra registrant, ticket, or event details.

Direct answer: The administrator email sent after an event registration is a hard-coded system message and is not currently customizable. It is not one of the editable email templates.

1. Open the administrator registration email.
2. Select the Click Here link below the message summary.
3. Review the associated Event Report for the full registration details.

Expected result: The email remains unchanged, while the Event Report provides the complete event and registrant information.

What happens next? If the email itself must contain additional fields, contact Member365 about a customization request.

Why is my event missing from Events → Reports?

When would I use this? Use this when an event can be opened in Events → Manage Events but does not appear in Events → Reports, even though registrations may already exist.

Before you begin: Confirm you are working with the intended event. Re-saving the event does not require creating a replacement event.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Review the event settings, then click Publish to save the event again.
3. Return to Events → Reports.
4. Search for the event by name, select it, and open Registrations to review its registration data.

Expected result: The re-saved or published event appears in the Events report list and its registration details can be opened.

Troubleshooting: If the event is still missing after refreshing Events → Reports, do not create a duplicate event. Contact Member365 Support with the event name and link so the report listing can be investigated.

View a Report of All Event Registrants

How do I set the date when an event ticket’s late fee applies?

Direct answer: Set the event’s Late Registration Date. Registrations after that date and before the Close Registration Date are charged the ticket’s Late Fee.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open the Registration tab.
3. Under Registration Dates, set the Late Registration Date to the date when late pricing should begin.
4. Confirm that the Close Registration Date is later than the Late Registration Date.
5. Open the event’s ticket settings and confirm that the applicable ticket has a Late Fee.
6. Click Publish to save the event changes.

Expected result: The Regular Fee applies before the Late Registration Date, and the Late Fee applies after it until registration closes. Event registration date cutoffs occur at 12 midnight Eastern Standard Time.

Troubleshooting: If the Late Fee does not apply, confirm that the Late Registration Date is before the Close Registration Date, the ticket has a Late Fee, and the event changes were published.

How to Configure Event Registration · Event Tickets: Dates, Fees, and Penalties · What Time of Day Do Event Registration Dates Refer To?

What does the Event Activity “Unpaid” count on the administrator dashboard mean?

Direct answer: The Unpaid number in Event Activity counts event registrations or attendees whose invoice is still in Pending Payment. It is not a count of distinct invoices, so one invoice that covers more than one attendee can contribute more than one to the total.

Steps in Member365:

1. From the Administrator Dashboard, note the Event Activity → Unpaid count.
2. Open Events → Reports and select the applicable event.
3. Open Financials → Accounts Receivable to review the event registrations that still have a pending balance.
4. Repeat the check for other relevant events. The dashboard tile opens the general Event Reports area and does not automatically display one combined filtered list.
5. If the total still does not reconcile, open Financial → Manage Invoices, filter by Pending Payment, and check for older or test event invoices, including invoices whose event is no longer available in Event Reports.

Expected result: The number of unpaid attendee registrations matches the dashboard count, even when the number of invoices is lower.

Troubleshooting: If the count cannot be reconciled after checking the event reports and pending-payment invoices, record the affected invoice numbers and contact Member365 Support.

How is a shared event promo code discount handled when one ticket is cancelled?

Direct answer: When several event tickets are purchased together and one promo code discounts the invoice total, Member365 allocates the discount across those tickets. If one ticket is cancelled, the invoice reverses that ticket’s share of the discount. Any configured withdrawal fee is calculated separately, so the invoice can show both a discount adjustment and a withdrawal fee.

When would I use this? Use this when a multi-ticket event invoice changes after one attendee withdraws and the remaining balance includes both a fee and part of the original discount.

Best practice: If a discount must remain fully associated with one ticket, purchase that ticket in a separate registration rather than combining it with other tickets on the same invoice.

Expected result: Cancelling one ticket from a multi-ticket invoice adjusts only that ticket’s allocated share of the shared discount, while the other tickets retain their shares.

How can I ask event registrants which workshops they want to attend?

Direct answer: If the contacts are already registered for the event, collect their workshop choices with a survey, poll, or web form, send the public link to the registrants, and then use the event’s Registration Import tool to add the respondents to the appropriate workshops. If the contacts have not yet registered, the recommended approach is to send the event registration link so they can choose their workshops during the normal registration process.

When would I use this? Use this when people were imported or registered without workshop selections and you need to collect their preferences and, when required, record those preferences as workshop registrations.

Before you begin: Confirm the workshop list, response deadline, and whether you are only estimating attendance or must update each person’s actual workshop registration. Contacts must already exist in Member365 before they can be imported. An imported event registration does not send the normal registration-confirmation email, and imported contacts cannot be removed from the event registration list, so verify the files before importing.

Collect the workshop choices:

1. Create a survey, poll, or web form that lists the available workshops as answer choices.
2. Copy the form’s public link and send it to the event registrants through an Event Reminder or an email campaign.
3. After the deadline, review the responses and group the contacts by the workshop or workshops they selected.

Record the choices as workshop registrations:

1. Open Events → Reports and select the event.
2. Open the Registration Import tab and download the import template.
3. Add each selected contact’s email address or member number to the template. Prepare a separate file for each workshop combination you need to assign.
4. Upload the file, select the applicable ticket and workshop checkboxes, and choose Import Registration.
5. Repeat the import for each remaining workshop or workshop combination.

Expected result: The form responses show the registrants’ preferences, and the completed imports place the applicable contacts into the selected event workshops.

Troubleshooting: If you only need an attendance estimate, stop after reviewing the form responses; a response does not update workshop registration automatically. For an occasional individual change, an administrator can impersonate the contact and modify the workshop selections. If contacts have not yet been imported, consider having them register through the event registration link instead of creating registrations and workshop assignments manually.

Send a Survey, Poll, or Pre-Event Information to Registrants · Import Registrants to an Event Ticket or Workshop · Edit a Registrant’s Workshop Choices

How do I change an Event Category’s calendar color?

When would I use this? Use this when events in the calendar need a different background color for their assigned category.

Direct answer: The calendar color comes from the Event Category. Edit the category’s color value; events assigned to that category will then use the new color.

Steps in Member365:

1. In the Administrator Dashboard, open the Event Categories page.
2. Select the Event Category you want to change.
3. On the edit screen, use the color picker, or enter the intended HTML hex color code.
4. Save the category.

Expected result: The new category color is applied to the calendar. Repeat these steps for any other Event Categories that need a different color.

Test before going live: Open the event calendar and confirm an event assigned to the edited category uses the new color. If it does not, verify that the event is assigned to the intended Event Category.

How to attach an Event Category to an event

How do I count how many times each event promo code was used?

Direct answer: Export the event's detailed revenue statement, then group or filter the spreadsheet by Discount Code. The standard Promo Code Report under Financials reports membership promo codes; it does not report event promo-code use.

Steps in Member365:

1. Open Events → Reports and select the event.
2. Open the Financial tab and select Revenue Statement.
3. Select Export Detailed Statement.
4. Open the exported spreadsheet and locate the Discount Code and Discount Amount columns.
5. Sort the Discount Code column in ascending order, or filter it to one code, to group identical promo codes and count how many times each code was used.

Alternative report path: You can also open Financials → Reports → Detailed Revenue Report, export the report, filter it to the intended event, and then sort the Discount Code column.

Expected result: Each event-purchase row shows the promo code and discount amount used, allowing you to count redemptions for each event promo code.

Event Promo Code Usage Report · Using Member365’s Financial Report Builder

Why does an event registration form appear for every ticket type?

Direct answer: A form attached on the event’s Form Questions tab is an event-level form, so every registrant must complete it regardless of ticket type. To show a form only for selected ticket types, do not keep it attached at the event level; associate it only with the intended tickets.

Steps in Member365:

1. Open Events → Manage Events and select the event.
2. Open Form Questions. If the form is attached here, remove the event-level association because it applies to every registrant.
3. Open Tickets and edit a ticket type that should display the form.
4. Under Associated Form, select the form. Enable Present form for each ticket purchased? when a separate response is required for every assigned ticket; leave it off when the purchaser should complete the form only once.
5. Repeat the ticket association only for the other ticket types that should display the form, then click Publish.

Expected result: The form appears for the ticket types that have it selected under Associated Form and does not appear solely because another ticket type uses it.

Troubleshooting: Test one intended and one unintended ticket type. If the form still appears for every ticket, recheck Form Questions for an event-level association and inspect Associated Form on every ticket. If the saved associations are correct and the behavior persists, contact Member365 Support with the event, form, and affected ticket types.

Include a Form During Event Registration · Attach a Form to a Specific Ticket Type

Can different event ticket types use different tax rates?

Direct answer: No. Member365 applies sales tax at the event level, so every ticket type in one event uses the same tax setting. If one offering is taxable and another is not, create separate events for the different tax treatments.

Steps in Member365:

1. Confirm which offerings share the same verified tax treatment before configuring the events.
2. Go to Events → Manage Events. Create or edit the event for the taxable offering and keep only ticket types that should use that tax treatment.
3. Configure the tickets, use the event’s Sales Tax setting to select the applicable tax, and click Save Draft.
4. Create a separate event for the offering that requires a different or no-tax treatment. Configure its tickets and Sales Tax setting separately.
5. Complete a test registration for each event and inspect the resulting invoices before clicking Publish.

Expected result: Each event applies one consistent sales-tax setting to its ticket types, while the separate events can use different tax treatments.

Important: Choose each tax setting according to your organization’s verified tax requirements. Member365 configuration guidance does not replace accounting or tax advice.

Create a Basic Event · Configure Regional Tax Settings