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Registration form problem: Can't proceed to payment without identifying all guests

Patrick Kelleher-Calnan

On one of our live event registration forms Constituents may choose a registration fee that includes 10 registrants. If they do this, when they get to the 2nd part of the registration form (registrant details) they must either manually enter information for all 10 registrants, or click the checkbox for all guests to be unknown. There is no way for a donor to add names for, say, 4 guests and then move on to payment. This is tedious and confusing for my registrants.

Has anyone had problems with this before? I am considering changing the number of registrants assigned to these fees to 1. Is there another workaround I'm missing?

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Laurie Lehenbauer

We are new to RE NXT and were disappointed to run into this difficulty as well. For us, it's sponsors who have 16 attendees included in their sponsorship and likely don't have any names to provide at time of purchase. I created an idea for the idea bank that you can vote on -

Make it possible to skip adding guest names without going through each guest | Ideas for Raiser's Edge NXT
https://renxt.ideas.aha.io/ideas/RENXT-I-10717

Alex Wong

I don't know if you are aware of this already or your business use case is different, but from what you explained, this option does take care of it

The "Allow all guests to be unknown" gives you 1 checkbox to check where no name need to be entered at all

Kelly Hogan

This is what immediately came to mind for me as well. Hopefully this helps @Patrick Kelleher-Calnan and @Laurie Lehenbauer !

Laurie Lehenbauer

Thanks @Alex Wong and @Kelly Hogan ! This does fit my use case. Is it new? My team looked all over for something like this. When we didn't find it, we asked our Blackbaud business analyst, and she didn't think the functionality existed either. I think Patrick's use case is still an issue though, because he wants registrants to be able to enter some names then skip to payment without having to go through the remaining guest names.

Kelly Hogan

I think this has been there for a while! I also think both cases are solved by checking both checkboxes! I am almost positive you can enter some guest info and leave some blank with the "Allow individual guests to be unknown".

Alex Wong

this has existed for a while now. Sometime it's easy to overlook. I am surprised, but not surprise that Blackbaud support/business analyst didn't know to direct better.

You allow the option to not enter individual guest or all guests, and most of the times it works well. What Patrick wants, BASIC programmatically speaking, either the form display input fields for each guest and then checkbox to not enter, or display input fields for 1 guest at a time, and require the donor to tick a checkbox to enter more. I think either way can be a problem for donor.

There is another way potentially more user friendly, such that you are display with 1 set of input fields for a guest, and the form auto-detect that the info is being filled out and (if more is purchased) auto-show the next set and when that next set has the checkbox to no longer enter name checked off, don't show more. This is harder javascript logic and have to take into consideration of sponsorship that comes with multiple guest, buying of multiple sponsorship with multiple "set" of guest and multiple single ticket being purchased. It can be done, but I have doubt Blackbaud will. If you want, you can submit a Ideabank idea.

Patrick Kelleher-Calnan

I am aware of, and have enabled, the "all guests may be anonymous" feature. The problems I'm seeing are:

1) Registrants don't notice or understand what that checkbox is for, and end up manually inputting "TBD TBD" for 10 guest slots.

2) Registrants have some number of guest names to add, but it's fewer than the 10 they are entitled to for the given registration fee. Having entered in, say, 4 guest names they still need to manually deal with the remaining 6 slots.

It's not the end of the world. More flexibility in that part of the registration process would definitely reduce friction for registrants.

Jackie Cistaro

We had the exact same problem! And the customer service person didn't even mention the "allow individual guests to be unknown" check box. In the description of some of the tickets where registrants can enter up to 5 people, we directed attendees to write in "N/A" in both the first and last name boxes. This has mostly worked, although I do need to remember to go back and delete "N/A" attendees. My question is, if you choose the unknown guest option, do they also get registered to an event just without a name?

Laurie Lehenbauer

@Jackie Cistaro This is what we've seen so far - If you enable "Allow individual guests to be unknown", each registrant record will have a check box that says something like "This registrant will provide information later at the event". The message is customizable. If they check that box, it will still create an event participant, which will be named "Guest of" the person who filled out the form. We haven't fully tested what happens when you enable "Allow all guests to be unknown", but I do know that it adds a box above the first registrant that says "All registrants will provide information later at the event" (customizable). I would guess that it would then create a "Guest of" record for all registrants, so if your fee includes 10 attendees, you would get 10 "Guest of" participants.