The Meeting Mojo system includes an option to display a simple registration form. Data entered into the form is integrated with the 1:1 scheduling system. The form can be also used as an event registration form as it provides the ability to collect attendee contact details and more.

In this Guide, learn how to:

I Set up a simple registration form.

II Add extra options to your registration form.

III Hyperlink to your registration form from external webpages.

IV Handle registrations.


IMPORTANT: Meeting Mojo does not integrate with online electronic payment systems (EPS). However, you can add links or EPS payment buttons with preset amounts.


The Meeting Mojo Registration Process

           

  • Primary delegate enters organization and personal data.

  • Group selection and custom fields shown on the form (optional).

  • Organization and primary user account created (unapproved).

  • Registration acknowledgement email sent to primary user.

  • User transferred to landing page


  • Landing page instructs primary user how to register any additional attendees, add a short company profile and logo, and portrait image.

  • Can log in later to add/edit details.

  • Unapproved users do not have access to 1:1 scheduling and do not appear in the Search page.

  • Manager approves organization
    Option: user self-authenticates.

  • All registered users within the organization entry will now receive the Welcome email.

  • Only approved user(s) have access to 1:1 scheduling, and appear in the Search area.

  • See notes on duplicate entries (below)


I. Set up a Simple Registration Form
Go to the event Dashboard and toggle the Registration switch to ‘On’.

The Registration link will appear on the Home page, in the Login area and top menu. Click to view the form.


If required, set a per-organization attendee limit:

  1. Go to the Setup tab and click ‘System configuration settings’ in the right hand menu block .

  2. Click ‘Attendee limit’, enter the attendee limit, then click Save.
    NOTE: This figure includes the primary attendee. Set ‘0’ for unlimited attendees.

TIP: you can override this limit for individual organizations: enter a new limit in the Organization View page.


IMPORTANT:

  • When you set up a registration form, always carry out a test registration and approval, entering one of your own email addresses so as to receive the registration acknowledgement and Welcome emails.

  • Check the wording of the registration acknowledgement emails for both primary and secondary registrants to ensure they receive the correct information: see our HowTo Guide, 'Customizing System Emails'

  • All data added via the registration form can be downloaded from the Reports area on the Dashboard (CSV).


II. Add extra options to your registration form
Additional fields may be added to the registration form. This can be done by selecting the Setup tab from the dashboard,  then Profile/Registration Configuration from the right menu.

 

These follow a strict hierarchy:

  1. Groups* – selected at the first registration step.
    i. If more than one Group is displayed on the Registration from, users will be forced to select one at the start of their registration process
    ii. If you create more than one Group, you have to option not to display any or all of these on the Registration form
    NOTE: if only one Group is available to display, it MUST be the default Group (checkbox in the Group Create/Edit page). The Registration form will automatically place ALL registrants within this Group. You can change their Group membership later via the Admin area.


  1. Custom fields*:
    i. Option to display any or all in the registration form (checkbox in Custom field Create/Edit page)
    ii. May be made exclusive to one or more Groups
    iii. Added to either organization or attendee profile
    iv. May be made mandatory (‘required fields’)

IMPORTANT: Please refer to our HowTo Guides when setting up Groups or Custom Fields:

* Creating And Organising Groups

* Search Categories: Custom Fields


  1. The Registration Landing Page

When an attendee clicks the Registration button at the end of the form, he or she will be taken to the registration landing page. The default text on this page thanks the user for registering on the site and invites him or her to add further attendees, if permitted. This page is editable (in the Content tab, ‘Thank you for registering’): add or change text or images* to fit your event registration requirements. External EPS links or buttons may be added here, but note that no attendee data will be transmitted from Meeting Mojo to any EPS, so any links or buttons must include pre-set payment amounts.

TIP: The page disappears once a user has navigated away from it. Enable your attendees to return to the registration landing page by including the following in system emails or pages: [[SITE_URL]]/ registrationsuccess .


*To find out how to edit text and add images and hyperlinks on Meeting Mojo web pages, please see our HowTo Guide, ‘Customizing your Website


III. Hyperlink to your registration form from external webpages
The Meeting Mojo registration form can be accessed via a remote hyperlink, in an email or webpage. Create a Hyperlink to the registration form using a URL of the form:

http://foo.meeting-mojo.com/register

TIP: when linking from pages within the meeting scheduler itself, just insert ‘/register’ into the hyperlink tool when editing content.


IV. Handling Registrations

When a delegate registers via the registration form, a new Organization entry is created, and a primary Attendee user account. The primary attendee will be sent an email acknowledgement. The primary Attendee may add further Attendees, either immediately or at a later time. These further attendees will also be sent an acknowledgement email, but this is different from the primary registration email.

New Organizations and their Attendee do not get immediate access to the 1:1 scheduler and other features. As they need to be ‘Approved’. This allows you to carry out checks on new registrants before granting them access to sensitive areas of the system.



Approval

There are 2 options for the Approval process:

  1. Manager approval: you approve all entries manually, soon after registration; or

  2. Self-authentication: an activation link is automatically sent to each primary attendee on registration.


  1. Manager approval. Check for new registrations at regular intervals, or set up a BCC on all system emails to an email address

    you have access to, by editing the Admin email and BCC admin settings on the Setup tab.
    To approve new entries:

  1. Go to the Organisations tab, and in the Filter area, select ’no’ in the Approved dropdown.

  2. Click Filter – all Unapproved organizations will be displayed.

  3. Check the new entry by clicking the organization name. The Organization View page will open.

  4. Check that the Organization and Attendee names appear correctly, as well as the Attendee email address. Check the authenticity of the entry against your invitations list, or other sources.

  5. Return to the Organisations tab, and click Approve next to the new Organization’s name.
    NOTE: you can Approve several organizations at once using the bulk action function – see image opposite.

IMPORTANT: The system Welcome email will be sent to all Attendees belonging to the newly approved organization. Check that the wording of this email is appropriate to your event.

Please refer to our HowTo Guide, ‘Customizing System Emails’.


  1. Self-authentication. If you want to allow open registration on the system, for example at an expo, you can enable users to approve their own entries by including an authentication link in the registration acknowlegement email. Clicking the link approves the entry, allowing the user to proceed with 1:1 meeting scheduling. This option verifies that the email address entered on registration does belong to the person who entered it, and reduces your burden by enabling registrants to activate their own 1:1 meeting accounts.


  1. Go to the Content tab and click ‘Emails’ in the right hand menu block

  2. Activate the email templates if required, then click the ‘companyregistration’ email to edit it

  3. Change the wording of the email template to indicate that self-authentication is available, and include the following sentence:
    “To activate your 1:1 meeting scheduling account, click/tap here: [ATTENDEE_APPROVE_URL]]”

  4. Click Save. Now check the wording on the editable webpages on the Content tab (activation may be required). You can add a special Registration page with full instructions and links to the registration form.


Please refer to our HowTo Guides, ‘Customizing System Emails’ andCustomizing your Website


  1. De-duplicating entries.

If two attendees from the same organization register separately, they will create two distinct organization entries. Merge these entries by following the instruction in our HowTo Guide, ‘Dealing with Duplicates’.

IMPORTANT: if you are using Groups, duplicate registrations may each belong to different Groups. Check the Group status of each entry (shown in the same row): if they are different, do not merge the organizations.