NetCommuninty Event Registrations when Payor is not registrant

Rebecca Shea:

We are moving to NetCommunity for event registration for our summer camps. However when parents are using the form they are coming in as the registrant for the camp, not the child. As I use the Event Registrations to create rosters, make sign in sheets etc... that require the child's name, as well as quick checks on enrollment I was wondering how other organizations handle this issue.

 Thank you!  

1. During online event registration, one of the steps is "Register". 
   1. Within this step, there's an "Attendee" dropdown.
      1. "Attendee" can be renamed to "Camper"
   2. The parent should pick "New Individual" (instead of "Myself")
      1. You can add these instructions by using the "Helplets" section of event registration part
   3. BBNC automatically opens up Name, Email, and Address fields (these are configurable). 
   4. The parent should enter the child's information here.
   5. The parent's information would be collected on the "Finish" step, in the Payment section. 

Participant Registration equals Do Not Register

AND Participant Is A Coordinator equals No

AND Guest Name is blank

1. Create a new "Guest" record for the child.  You can use another child's record as a template for what to copy
2. Set "Registration" to "Registered"
3. Link the child's record to the parent, by using the search binoculars in the "Guest of:" field
4. Set the parent's "Registration" to "Do Not Register"

1. Wish to collect additional information on the child (shirt size, bunk preference, etc.)?
   1. Create participant attributes in RE
   2. Enable these attributes in BBNC
   3. Check these attributes during event setup, and they will show up as part of the Attendee section discussed above.
2. When you process the event registrations in RE's NetCommunity:
   1. Both parent and child are added to event as participants
   2. The parent is added as a "Host"
      1. "Host" only shows up on reports and exports, not in the RE event interface
      2. Parent's Registration status is "Do Not Register"
      3. At the bottom of the event record, the status field will show the total number of "Do not register" participants
      4. The child's participant record is linked via the "Guests" button
      5. The parents are usually added as constituents, so they show up bold in the participant list
      6. The registration fees (or price levels) are listed on this record
   3. The child is added as a "Guest"
      1. Child's Registration status is "Registered"
      2. At the bottom of the event record, the status field will show the total number of registered participants
      3. The parent is listed in the "Guest of:" field
      4. Attributes (shirt, bunk preference, etc.) are listed on the Attributes/Notes tab
      5. Since the guests aren't added as constituents, they show up not-bold in the regsitrant listing
      6. All of the guests can be viewed by clicking on the "Guests" link, under "<All>"
3. If you set up the "Capacity" field, on the RE event's General tab:
   1. It only counts "Registered" participants
   2. You can set the BBNC event registration to stop accepting registrations when capacity is reached
   3. You need to check the relevant checkbox in BBNC to enable the event to "close" when capacity is reached
4. You can add Coordinators (counselors, camp staff, etc.).
   1. You can either use the "Coordinator" button on the event record to add them,
   2. Or you can add them as event participants, and check the "Participant is a coordinator" checkbox
   3. Their function (counselor, staff, etc.) can be added to the "Participation" dropdown
   4. They should be marked "Do Not Register", so they don't dilute the true guest count
5. You can create a participant export, to generate a list of participants.
   1. Include "Host Name" and "Guest Of" fields, to link parents to children
6. BEWARE: there's no event report that lists the Hosts and the Guests, AND their registration fees.  Let's say you charged different fees for sleep-away vs. day-only campers.  You wouldn't be able to print a report that shows the parent, all of their children (indented), and the registration level for each child (sleep-away vs. day-only).
   1. SOLUTION: create separate event registration parts - one for sleep-away, and another one for day-only.
7. BEWARE 2: another reason to create separate event registration parts (rather than using multiple fees in one event) is a HUGE BBNC flaw, that is not getting fixed:
   1. BBNC allows for multiple registration fees (sleep-away and day-only)
   2. Let's say a parent picks both registration fees, and chooses 2 sleep-aways, and 1 day-only.
   3. On the "Register" section of the registration process:
      1.  The parent will see a section for sleep-away, with 2 participants
      2. The parent will also see a section for day-only, with 1 participant
      3. The parent will set all 3 to "New Individual", and enter the 3 kids in the right places
   4. When the registration is processed in Raiser's Edge, and all 4 records are in the event:
      1. The parent will have 2 Sleep-away registration fees, and 1 Day-only registration fee on their record
      2. The 3 children's records will have NO registration fees on their records
      3. You will NOT KNOW which child is registered for sleep-away vs. day-only, because Blackbaud developers chose to put the registration fees on the PAYOR, and not on the GUEST record.
      4. I reported this BUG to BB support, but have had no response as to whether this will get fixed
      5. So even though it's inconvenient for our constituents to have to register twice, and enter the payor information twice (unless you use a shopping cart), BB broke the process, and will not fix it.