Common Scenarios

COMMON QUESTIONS AND HOW TO RESOLVE THEM

Q. I've configured everything, but I'm not seeing my package when I try to preview!

A. It could be one of several things. Key things to check: Make sure there is a price associated with it. All packages must have a price, even if it's $0.00 Are the active dates correct (meaning: active today) for the package? Are the active dates correct (meaning: active today) for the package prices? Is the Package Published? Have you set the applicability correctly? (see the config docs)

Q. I need to change an Activity-type event to a Tour/Ticketed/Capped type after people have already registered for it. Can I do this?

A. Yes, anytime you wish. When the first 'tour' entry is created, we'll assign all currently-registered people to it so the counts all properly align.

Q. My confirmation email text is all wonky when I send it to myself as a test. Help!

A. Text in any of the blurb boxes must be in plain text. Pasting text from a Word Document will cause all sorts of havoc, so please make sure if you cut/paste, it's in plain text from Notepad and they apply your formatting using the tools available for the blurbs.

Q. I have an event that has a capacity of 100 people, yet it has 103 people registered. How did this happen?

A. During the registration process, the cap is soft, meaning that concurrent parties in the midst of registration will be allowed to complete their registration. However, once the cap is hit by a completed registration,no one else will be allowed to register.

We advise setting the capacity a few below the actual capacity (97 if the capacity is 100) to account for this.

Q. Can I create a "hidden" package that won't be available to the general public but will be available for admins on the back end to assign to specific registrants?

A. Yes, just create the package as normal and set the Status to "Unpublished." This will leave it invisible on the front end, but available for admins on the back end.

Q. I have an event with prices that I want to switch to a free event, but people have registered. How do I do this?

A. You would first need to expire all prices (change the active date on the price) and then change the event inclusion rule to Opt-In (as opposed to a fee). Incidentally, we don't recommend doing this.

Q. What settings determine whether an event appears on the "browse events" calendar?

A. If an event is set to Inactive and not included in any packages or associated with any registration groups, this will make it "invisible" on the "browse events" calendar. All others will be included.

Q. What is "weighting" in the package setup?

A. This setting determines the order of how the packages will be listed. If they're all weighted equally, they'll display in Alphabetical order. If one package is weighted 100 and another weighted 95, the higher numbered one will display first.

The package group display order follows similar logic, using the highest weighted child package as the package group weight order.

Q. I need to change the location of an event, but after I did so in the event configuration, the Confirmation Email still has the old location.

A. This will happen with a Tour/Ticketed/Capped event if the location isn't changed within the Tour/Ticket cap entries well.

Q. I have an event that was originally free in the system, with payment being collected outside of AlumnIQ. Now payment needs to be processed through AlumnIQ. How do I change this?

A. After you create the new Fee for the event, a second (inactive) price of $0 will need to be created as well. A list of people who registered before the event was paid in the system will need to be provided to AlumnIQ so their data can be backfilled, at which point the package inclusion rule for the event should be switched from "opt-in" to "paid."

Q. I'm working in admin and am trying to copy a registrant's information to a person I just added to their registration but I am unable to do so.

A. If the person you added was a child, you are not allowed to copy an adult's information to their registration.

Q. I'm not seeing an event as an option in my package during registration.

A. Make sure the event is active and has been added to the package in Admin

Q. Where do I change the graphics that are used on the landing page and confirmation emails?

A. In the Admin, click Setup->Event Name->General Configuration->Edit Master Event.

If there are different Orgs with events that weekend (say an Undergrad Reunion as well as a Law School Reunion), you can also override the Master graphics at the Org level by browsing to Setup->Event Name->Edit Org and choosing your files there.