Event Registration Overview
Use this page to get your event's registration form ready: dates, fees, the volunteer code and who gets the emails.
Quick steps
- Click Registrations in the top navigation bar, then click Settings.
- Under Registration window, pick the Opens and Closes dates. Leave both blank to take registrations at any time.
- Under Event weekend, pick the Arrival day if people should choose their own site.
- Under Fees, type your prices. A blank box keeps the default shown in grey.
- Under Access & notifications, type a Volunteer access code (if you take volunteers) and the committee's emails in Notify these addresses.
- Click Save settings. Then share your form — see The Registration Form.
Set everything before you share the link. Fees, dates and wording show on the form as soon as you save.
Common questions
I don't see Registrations in the navigation bar. Event registration is switched on for your store by Brother POS. Contact Brother POS support to turn it on. Clerks and drivers can't open it.
Why isn't Volunteer offered on the form? Volunteer only appears once you set a Volunteer access code and save.
How do registrants pay? By Interac e-transfer, which you mark paid when it arrives, or by card if your store takes cards online. Card payments are marked paid by themselves.
Where do e-transfers get sent? To the address under Storefront → Checkout Payment Methods → Interac e-Transfer. If that's empty, your store's email address is used.
More detail: what it is, turning it on, who can use it
Event registration lets people sign up for your event online — a ride, a run, a rally — pay a fee, bring guests, order shirts and hoodies, buy numbered raffle coins, and ask for a place to stay. Your committee then works the list: marks e-transfers as paid, assigns sites and rooms, and checks people in at the gate on the day.
It is built for one event at a time, with three kinds of registrant: Veteran, Non-Veteran and Volunteer. Each kind has its own fee.
Turning It On
Event registration is switched on for your store by Brother POS. There is no tick box for it in your own settings. If Registrations is missing from your navigation bar and you want to take registrations, contact Brother POS support.
Once it is on:
- Registrations appears in the top navigation bar for admins and managers.
- The Reports page gains a Trail Registrations card.
- Your public registration form is live at your store's web address followed by
/trail-registration. See The Registration Form.
Donations are a separate feature, switched on separately. See Donations.
Who Can Use It
| Role | What they can do |
|---|---|
| Admin | Everything: the list, check-in, payments, refunds, sponsor codes and settings. |
| Manager | The same as an admin. |
| Clerk | No access. Opening the registration list shows You don't have permission to access this page. |
| Driver | No access. |
There is no separate permission to switch this on or off for a role. It follows the role itself.
Everything the committee does on the day — searching for a name, checking someone in, marking a payment — works from a tablet signed in as a manager.
Where Everything Is
Registrations in the navigation bar opens the Trail Registrations list. The buttons across its top take you everywhere else:
| Button | What it opens |
|---|---|
| Event day sheet | The printable sheet for the gate. See Registrations. |
| Export CSV | A spreadsheet of every registration, following the filters you have set. |
| Sponsor codes | Sponsor tiers and discount codes. See Sponsor Codes. |
| Settings | Fees, dates and wording for the form — covered below. |
More detail: how a registration moves along
How a Registration Moves Along
- Someone fills in the form and picks e-transfer or card. See The Registration Form.
- Two emails go out. The registrant gets their own copy with the amount and how to pay. The addresses in Notify these addresses get a New trail-run registration email.
- They pay.
- By card: the payment is recorded straight away and the registration shows as paid.
- By e-transfer: the money arrives in your bank account. A committee member clicks Mark paid on the registration.
- If they picked a site, it is held for 72 hours. Once they have paid in full, the site is theirs. If the 72 hours pass without full payment, the site goes back to the pool and they no longer have one.
- On the day, the gate clicks Check in as each person arrives.
The payment and the check-in are kept separate. Someone can be checked in and still owe money, or paid and not yet arrived. The list shows both.
More detail: every registration setting
Registration Settings
Open Registrations → Settings. Changes take effect on the form as soon as you click Save settings. Leaving a field blank keeps the current default.
Registration window
| Field | What it does |
|---|---|
| Opens | The first day the form accepts a registration. |
| Closes | The last day the form accepts a registration. It must be on or after Opens. |
A blank date means no limit. Leave both blank and the form takes registrations at any time.
People can still view the form outside the window. Before it opens they see Registration opens [date]. After it closes they see Registration closed on [date] and cannot submit.
Event weekend
| Field | What it does |
|---|---|
| Arrival day | The first night of the event. A site is booked for two nights from this day. Longer stays are booked with the venue directly, not through this form. |
| Site & room picker | Not a setting. It tells you whether the picker is on. |
Setting an arrival day turns on the site picker. When a registrant asks for a site, they choose the actual site they want from a list. That site is held for them for 72 hours while they pay. Until an arrival day is set, the form says We'll be in touch about your site, and the committee assigns sites by hand.
The sites come from your Lodging section. Use Manage sites and rooms to add or change them. The picker offers units whose type has the Category "site", or no category at all. Units already held for another registration are left out, as are units booked through your own accommodation bookings. If a unit has a maximum number of guests, the registrant plus their guests must fit. If they don't fit, the form stops them with a message like sleeps 4 — you have 5 in your party.
Fees
All fees are dollar amounts. A blank box keeps the default, which is shown in grey inside the box.
| Group | Fields | Notes |
|---|---|---|
| Registration (driver) | Veteran, Non-Veteran, Volunteer | The entry fee for the person filling in the form. It includes their t-shirt. |
| Assigned campsite (per night, per site) | Veteran, Non-Veteran, Volunteer | Charged per night for the site, not per person, when the committee assigns the site. If the registrant picked a specific site, that site's own nightly rate (from Lodging) is charged instead. Left at 0, nobody who asks the committee to assign a site pays for it — but a registrant who picks a specific site still pays that site's own rate. |
| Minimum nights | — | A site is never charged for fewer nights than this. |
| Passenger | Veteran, Non-Veteran | The Veteran rate is what a guest ticked as a Veteran pays. The Non-Veteran rate is what a guest 16 and older pays. See the note below. |
| Apparel & sponsorship | T-shirt, T-shirt (XXXL+), Hoodie, Hoodie (XXXL+), Sponsor a Vet (each) | Shirt and hoodie prices by size. XXXL and XXXXL use the larger price. Sponsor a Vet is the price of each sponsorship on the form. |
How the shirt and site fees are applied:
- T-shirts. The registrant's own shirt comes with the entry fee. A Non-Veteran or Volunteer who orders XXXL or larger pays only the difference between the two shirt prices. A Veteran pays nothing extra for any size. Guests who order a shirt pay the full shirt price. Veteran guests pay nothing for their shirt.
- Sites are free for Veterans. If the registrant is a Veteran, or any guest with them is ticked as a Veteran, nobody on that registration pays for the site.
On the form, each guest is priced by the age picked. 16 and older pays the Passenger → Non-Veteran fee. 0–6 years is free and 7–15 years has a fixed reduced price — the page shows it under Passenger, and neither can be changed there. A guest ticked as a Veteran pays the Passenger → Veteran fee whatever their age. The price of a commemorative coin is not on this page either. Contact Brother POS support to change any of these.
Fee changes apply to new registrations. A registration keeps the entry fee it was taken at. The exception is when a committee member changes its Registering as type — then it is re-priced at the current fee. See Correcting a registration.
Access & notifications
| Field | What it does |
|---|---|
| Volunteer access code | A registrant choosing Volunteer must enter this code before the rest of the form appears. Give it only to people you have approved. It is not case-sensitive. Leave it blank and Volunteer is not offered on the form at all. |
| Notify these addresses | Separate addresses with commas. Every address here gets an email for each new registration. Left blank, the emails go to your store's email address. The first address is also where a registrant's reply goes, and the address shown at the foot of their confirmation page. An address that is not a real email address stops the save, with a message naming it. |
| Veterans' accommodations are full | Tick this to take I need accommodations — Veterans only off the form. Veterans can still register — they just won't be offered a room or an on-site RV. Nobody else is affected. Beside the box you can see how many Veterans have been placed so far and how many are still waiting for a spot. |
There is no volunteer code to start with, so the form offers only Veteran and Non-Veteran. Type a code into Volunteer access code and save to add Volunteer.
Wording shown on the form
| Field | Where it appears |
|---|---|
| Who qualifies as a Veteran | Under Who qualifies as a Veteran? in the first section of the form. |
| Cancellation & transfer policy | In the Refunds & cancellation box above the submit button, where the registrant must tick I've read and understood the refund policy. It also appears on the confirmation page and in the registrant's email. |
Type %{closes} in the policy where the closing date should appear. On the form, the confirmation page and the email it is replaced with the Closes date. If there is no closing date, the arrival day is used instead, and if neither is set, the words "the event".
More detail: where e-transfers and card payments go
Where e-Transfers Go
The address registrants are told to send e-transfers to is not on this page. It comes from Storefront → Checkout Payment Methods → Interac e-Transfer, the same address your online shop uses. If that box is empty, your store's email address is used instead. See Storefront.
Card payments are offered only when Helcim online payments are switched on for your store: Enable Online Payments (HelcimPay.js) under Helcim Features in your store settings.
More detail: troubleshooting and best practices
Troubleshooting
The form says registration is closed, but it shouldn't be. Check Opens and Closes under Registrations → Settings. Clear both if you want no limit.
Registrants aren't offered a list of sites. The picker needs an Arrival day under Event weekend, and at least one free site under Lodging whose unit type has the Category "site" (or no category).
Nobody on the committee gets the new-registration emails. Check Notify these addresses for typing mistakes. Separate addresses with commas. If the box is blank, the emails go to your store's email address — check that one is set.
The Veterans' accommodation option has disappeared from the form. Someone has ticked Veterans' accommodations are full. Untick it to offer the option again.
Best Practices
- Set everything before you share the link. Fees, dates, the volunteer code, the notification addresses and the policy wording all show on the form straight away.
- Set the arrival day early. People can then choose their own site, instead of the committee assigning sites by hand.
- Change the volunteer code each year. Anyone who has the code can register at the Volunteer rate.
What's Next?
- The Registration Form — what registrants see, and putting the form on your website.
- Registrations — the list, payments, check-in, refunds and the event day sheet.
- Sponsor Codes — discount codes for sponsors.
- Donations — a separate donation form.