The Registration Form
Use this page to share your event's registration form and to know what registrants see when they fill it in.
Quick steps
To share the form:
- Check your fees, dates and wording under Registrations → Settings first. See Event Registration Overview.
- Open your store's web address followed by
/trail-registrationand read the whole form yourself. - Share that link, or put the form on your own website with the two lines under Putting the Form on Your Website.
What a registrant does:
- Picks Veteran, Non-Veteran or Volunteer. A volunteer types the access code and taps Check code.
- Fills in where they're staying, their details, shirt size and any guests (+ Add guest). The Estimated total updates as they go.
- Chooses Pay by Interac e-transfer or Pay now by card, ticks I've read and understood the refund policy, and taps Submit registration.
- Sees a confirmation page with what they owe and how to pay, and gets the same details by email.
Most of the form's questions are fixed and were written for an off-road vehicle event. From Settings you can change the fees, dates, volunteer code, Veteran wording and refund policy only.
Common questions
There's no card option on the form. Card payments need Helcim online payments switched on for your store. Until then, Interac e-transfer is the only way to pay.
Someone filled in the form twice. If the same email is sent again within two minutes, or the same person starts again within 12 hours without paying, no second registration is made. They are taken back to the first one.
A registrant sees "Nothing to pay". Their registration came to $0 — for example a Veteran with no extras. Their spot is covered.
Do registrants see their coin raffle numbers? No. They're told their coins are waiting at the event. You see the numbers on the registration in the admin.
More detail: each section of the form
The sections, questions and most of the wording on this form are fixed. They were written for an off-road vehicle event, so the form asks about a 4x4, a licence plate and trail experience. From Settings you can change the fees, the dates, the volunteer code, the Veteran definition and the refund policy. Nothing else on the form can be changed there. Read the whole form yourself before you share it. If something does not fit your event, contact Brother POS support.
The Sections, in Order
A running Estimated total near the bottom lists each charge on its own line and updates as the registrant fills in the form. Fields marked * are required.
Who is registering?
The registrant picks Veteran, Non-Veteran or Volunteer. This sets their entry fee. Volunteer only appears once you have set a Volunteer access code in Settings.
- Volunteer asks for the Volunteer access code before anything else. The rest of the form stays hidden until Check code accepts it. A wrong code shows That code isn't right. Check with the coordinator. Volunteers also give an age range, and they skip the vehicle section.
- I have a sponsor code opens a box for a sponsor's code. When it is accepted, the discount shows straight away. See Sponsor Codes.
- I have a gift certificate opens a box for the certificate's dollar value. That amount comes off the total. The registrant is told to bring the certificate to the event — nothing is checked or used up in Brother POS.
- Who qualifies as a Veteran? opens to show your wording from Settings.
Accommodations
- Already booked a site with us? Someone who has already booked a site through your accommodation bookings enters their booking number and clicks Check booking number. The form fills in their site and the details on the booking. Several people can register against the same booking number. Only the first person to register pays anything still owing on it. Everyone else sees it as covered.
- Booking a spot now? The choices are:
- A site at the park — a site the club books. When the event weekend is set in Settings, the registrant picks the exact site from a list. They must tick I've read and understood the above, which explains that the site is booked for the event weekend only and held for 72 hours until they pay.
- I need accommodations — Veterans only — shown only to Veterans, and only while Veterans' accommodations are full is unticked. The committee chooses the room or on-site RV and assigns it later.
- I've made my own arrangements — nothing to pay for accommodation.
- Anything we should know about your site? — free text for the committee.
Your details
First name, last name and email are required. Phone, alternate phone, address and Medical conditions / allergies are optional.
Your T-shirt & hoodie
T-shirt size (included) — the registrant's shirt comes with the entry fee. Add a hoodie reveals a hoodie size with its price.
4x4 vehicle & driver
Make, model, licence plate, experience (Beginner, Intermediate or Advanced) and mods — all optional. I'm not bringing a 4x4 — I'll be riding with someone hides the vehicle questions and flags the registration as Needs a ride in your list. Volunteers do not see this section.
Guests (optional)
+ Add guest adds a person coming with the registrant, up to six. Each guest needs a first name and an age: 0–6 years, 7–15 years or 16 and older. The price of each band is shown in the list. Ticking Guest is a Veteran charges the Veteran guest rate instead and includes their t-shirt. Guests can also order a shirt and a hoodie.
Support a Veteran
- Sponsor a Veteran's registration — tap 1, 2 or 3, or type a number up to 10. Each one is charged at the Sponsor a Vet price from Settings.
- Add a donation — tap $25, $50 or $100, or type another amount.
- I can offer a shotgun seat to a Veteran — a flag for the committee. There is no charge.
Commemorative coin (optional)
How many coins? — up to 50. Each coin gets its own raffle number when the registration is saved. The numbers are not shown to the registrant on the confirmation page or in the email — the form tells them their coins, and the numbers on them, are waiting at the event. You see the numbers on the registration in the admin.
Payment
- If your store takes cards online, the registrant chooses Pay by Interac e-transfer (selected to begin with) or Pay now by card. If they type a US state in the Province box before choosing, the form picks card for them, because Interac e-transfer needs a Canadian bank. It never overrides a choice they have already made.
- If your store doesn't take cards online, the form says Interac e-transfer is the only payment method.
Refunds & cancellation
Your cancellation policy from Settings, with a required tick box: I've read and understood the refund policy. Then Submit registration.
More detail: what happens after submitting, and the emails
What Happens After Submitting
Paying by e-transfer
The registrant lands on a confirmation page headed We're holding your spot, [name]. It shows:
- Amount owed.
- How to pay — send an Interac e-transfer for that amount to your e-transfer address, putting their name in the message. If your store takes cards, a Pay $X now by card button is shown as well.
- Their site or room, and their booking number, if they have one.
- A Summary listing each charge, and your refund policy.
They are also emailed a copy with the same amount and instructions. When the money reaches your bank, a committee member marks the registration paid. See Marking a payment.
Paying by card
The registrant goes straight to a card payment page. When the card payment goes through, the registration is marked paid, any site they picked is confirmed, and the confirmation page says You're registered, [name]! with Paid in full — nothing more to send.
If your store lets people pay from a bank account as well, a bank payment can take up to five business days to leave their account. The confirmation page tells them this is normal and asks them not to pay again.
If they close the card window without paying, the registration is still saved. They get the e-transfer instructions and a button to try the card again.
When a registration comes to $0 — a Veteran with no extras, for example — the confirmation says Nothing to pay and Your spot is covered.
Filling the form in twice
If the same email address is submitted again within two minutes, or the same person comes back within 12 hours and starts again without having paid, no second registration is created. They are taken back to the registration they already made.
Emails
| Who gets it | When | |
|---|---|---|
| You're registered — [store], or Registration received, awaiting payment — [store] | The registrant | As soon as they submit by e-transfer, or after the card step (paid or not). It shows the amount owed and how to pay, or that they have paid in full, and your refund policy. |
| New trail-run registration: [name] ([type]) | Every address in Notify these addresses (or your store's email if that is blank) | Every new registration. Replying goes to the registrant. |
The subject line tells the registrant whether they still owe money: You're registered once paid in full, awaiting payment until then.
More detail: putting the form on your website
Putting the Form on Your Website
Paste these two lines into the page on your website where the form should appear. Replace YOUR-STORE-ADDRESS with your store's web address:
<script src="https://YOUR-STORE-ADDRESS/trail-registration/embed.js" async></script>
<div data-bpos-trail-registration></div>
The form appears in a frame that grows and shrinks with its content, so your page does not get a second scroll bar. When someone submits, your page scrolls back up to the top of the form, so they see the payment instructions straight away.
If you leave out the <div> line, the form appears right where the script line is.
More detail: troubleshooting
Troubleshooting
Someone says the form "emptied itself" and went back to the start. The form shows That didn't go through in this case, and asks them to fill it in again or email you. Their details were not saved. If it keeps happening, take their registration by email and enter the details yourself.
A sponsor says their code "has already been used". Each code can be used a set number of times. Check the code's Used by column on the Sponsor codes page. See Sponsor Codes.
There is no card option on the form. Card payments need Helcim online payments switched on for your store. See Where e-Transfers Go.
What's Next?
- Registrations — working the list once registrations come in.
- Event Registration Overview — fees, dates and wording.
- Sponsor Codes — codes that take money off the entry fee.