Managing locations in the Registration Tool for Calendars (Duration: 5:23) 

This article will walk you through how to add a Location for the Registration Tool. There are three different types: Location, Other Location and Virtual Locations. Locations are physical locations that are frequently used. Other Location is recommended for one time use and Virtual Locations are for virtual events with a meeting link.


Required access:
You will need the Registration Administrator or Administrator access level.


How to get there:

  • From the Member Portal, go to Admin > Member Management
  • Select Registration Tool Manager


Locations (Physical)

  1. First, enter the Locations you frequently use for your events. If it's a physical location that will be used for more than one event, click Add Location
     
  2. Click Add to create a new registration location.
  3. Enter the address details and click Submit. Although it is not required, it is recommended you enter a name for the location so it is easier to identify. 
  4. To enter the Map Link, find your address in Google Maps. Click on the share icon and copy the URL provided. Then, paste it into the Map Link field. (Optional)
  5. To update the location details, click Edit. Take note, if you edit the address and Map Link after events have been created, it will not update automatically update the Google maps view. We are working on a long term fix for this.
  6. To remove a location, click the Inactivate button.Note: If your registration tool is set up for Self Check in, a verification screen will appear telling you Google's interpretation of the address you entered. This will be used in calculating the check in location, so please review it carefully. If it is in correct, click cancel.


Other Locations

If you have Locations for one time use, you can enter it in this field. Enter two blank spaces in between each line to display the address in the correct format for confirmation emails. 


Virtual Events

  1. First, make sure that in the Setup of the registration tool, Advanced - Virtual Events > Disable Virtual Events is set to No and click Save.
  2. Also, the time zone has to be set for the Zoom links to work in Setup > General > Select Time Zone.
  3. Click on Manage next to the registration tool where your event is and edit the event.
  4. Find the Virtual Event section, where you can enter the following:
    1. Virtual Location - Choose the type of meeting service: Zoom, Google Meets, ShinDig or Teams
    2. Paste URL - Enter the link of your meeting (ex) https://us02web.zoom.us/ajli-09393
    3. Minutes before event to allow entry? -  Enter the number of minutes you will allow members to check in for the virtual event. (ex) 15
    4. When a member registers for an event, the meeting link will be available to her from the Member Portal under Upcoming Events. 
       
    5. If you set up a confirmation email in Setup > Confirmation Email, she will receive the meeting link there as well.

Other Virtual Events

If you are using another service other than Zoom, Google Meets, ShinDig or Teams, use Other Location.

  1. Click on the link icon and enter the URL for your meeting link and the link description in between the brackets.
  2. Save your event.
  3. On your event page, the link you just entered will be visible to members.