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Early Registration

Early Registration is a feature that allows you to offer exclusive access to registration, giving specific groups the opportunity to secure their spots before general registration opens. This feature can help you boost revenue, streamline registration, and enhance customer satisfaction. 

In this article, we'll guide you through the steps of setting up and managing Early Registration, ensuring you have full control over who registers first.

In this article:

 

00:04: Well, hi! I'm Phil from the DocNetwork Training team. 00:07: In this video, we're going to go through our new early registration feature. 00:11: With this feature, you can now offer participants early access 00:15: to registration, ensuring they secure their spots before 00:19: general registration opens. We'll walk you through how to set up your early 00:23: registration as well as manage it helping you maintain control over who 00:27: can register first. Early registration allows organizations to 00:31: provide a unique access code for advanced registration, 00:34: enabling recipients of the code to register ahead of others. 00:38: Some of the benefits for your organization include improved 00:43: efficiency. Streamline your registration with simplified management, enhanced 00:48: customer satisfaction, give your predetermined participants a head start 00:52: and greater control. Manage who registers 00:56: first based on your organization's needs. In order to get started 01:00: you'll need to reach out to your Client Success Manager, who can go ahead and activate 01:04: the feature in your account. Once activated, you can generate and manage 01:08: the early registration process independently. Don't worry, 01:12: it's a one-time activation. Once it's set, 01:15: you're good to go. In order to enable your early registration code, 01:20: login to your provider portal, navigate to registration 01:24: setup. You'll find that under the group's menu. 01:29: Enable the early registration code by simply clicking the early 01:33: registration button at the top of the screen. 01:37: Click the early registration box and 01:41: then create your early registration code. In the code field, 01:46: simply enter your preferred code. Be aware, 01:49: these are not case sensitive. So you could call it VIP2025, 01:53: or simply earlybird. 01:59: And then click save to apply the code. 02:03: At this point, participants will be prompted to enter a code when they attempt to register. 02:09: Share this code with participants you want to grant early access to, allowing 02:13: them to register before general access opens. 02:16: Now let's say your code has been up long enough or you want to change 02:20: your code or you simply want to disable your code. 02:23: No worries. It's pretty simple. Let's just do it in reverse. Assuming 02:28: that you're still logged in to your provider portal, 02:30: again, go to groups, registration setup, 02:33: and then disable early registration by simply unchecking 02:37: the early registration box and clicking save. And 02:46: that's it! From the participant side of things, 02:49: when a participant receives an early registration code, they should follow these steps. 02:54: First, they'll have to login as they have in the past. On the participant 02:58: landing page, click register for a new session. 03:02: They'll enter the early registration code that was provided by your organization. 03:08: In this case, it's early bird that we previously created, after 03:13: entering the code, participants can proceed with registration. 03:18: Participants with the correct code gain early access, allowing them to secure their spots 03:22: before general registration opens. 03:24: If a user enters, a code incorrectly, they will see the message the code 03:28: you've entered is incorrect, please check your code and try again. 03:33: By following these steps you can effectively manage early registration, 03:37: providing a streamlined exclusive experience for your preferred participants. 03:42: Thanks for watching, and as always if you have any additional questions or need 03:46: extra support, don't hesitate to reach out to your Client Success Manager.

 

 

Enable Early Registration

To activate the Early Registration feature, please reach out to your Client Success Manager. They will enable this feature within your account. Once this one-time request is completed, you will be able to create and manage priority access codes for your participants.

 

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Activate and Configure Your Early Registration Code

To provide select groups with early access, set up a unique Early Registration code they will use during registration.

To set your early registration code:

  1. Log in to your Provider Portal.
  2. In the menu, click Groups. 
  3. In the submenu that appears, click Registration Setup.
  4. In the right column, click the EARLY REGISTRATION button to activate the feature for your sessions.

 

  1. Check the box next to Early Registration to enable editing of the Early Registration Code field.
  2. Type your preferred Early Registration Code (i.e. VIP2025, earlybird, etc). Note: Codes are NOT case sensitive.

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  1. Click the SAVE button to confirm and apply the code.

The code you set up will allow selected groups of participants to access registration before the general public. Distribute this code to participants to whom you wish to grant early access.

Note: In order for participants with the early access code to see the sessions, make sure that Registration is open.

 

Important Note About Early Registration Codes

  • Only One Active Code: You can only have one active Early Registration Code at any given time.

  • Same Code Across Active Sessions: The active code applies to all sessions with Early Registration enabled—ensuring consistency for participants.

  • Responsibility for Deactivation: It is the organization’s responsibility to turn off the Early Registration Code when it is no longer needed. This is a critical best practice to prevent unintended access once general registration opens.

 

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Guide for Your Participants (To Share as Needed)

When participants receive an Early Registration code from your organization, they should follow these steps:

  1. Begin Registration: Once logged in, and on the main registration page, users click ‘Register for a New Session’.
  2. Users will be prompted to enter the code provided by the organization. (i.e. earlybird, VIP2024, etc.).
  3. Complete Registration: After entering the code, participants can proceed through the registration process as usual.

If the Code is Incorrect:

Participants who enter an incorrect code will see the message, “The code you've entered is incorrect. Please check your code and try again.”

By following these steps, you can successfully manage Early Registration for your participants, ensuring that your priority attendees have early access to your upcoming sessions.

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How to Disable a Priority Registration Code

When you’re ready to disable your priority registration code deactivate the code. Some reasons for deactivating a code include: 

  • Registration is open to the general public 
  • Code needs to be updated
  • Code is no longer needed

To deactivate your priority registration code:

  1. Log in to your Provider Portal.
  2. In the menu, click Groups
  3. In the submenu that appears, click Registration Setup.
  4. Deselect the checked Early Registration box
  5. Click the SAVE button.

 

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FAQ’s

  Can I use the same code multiple times over multiple days?

Yes! There’s no limit to the number of times a single code can be used. This makes it easy to provide ongoing access to early registration without needing to generate new codes for each participant.

 Are the codes specific or restricted to certain participants?

No. Early Registration codes are not restricted to specific participants. These codes are set at the organization level, meaning anyone with access to the code can use it.

Note: If a code is shared with unintended participants, we recommend updating the code in your registration setup and re-sharing it with the intended audience to ensure controlled access.

 What if I want to create multiple early registration dates, each with a new code?

No problem! You can create different codes for each early registration date to control access as needed. You will have to manually update the code once you need the new code to be activated. You can’t “schedule” the codes to coincide with specific dates.

Tip: Be sure to share updated codes with any participants from previous groups, as they’ll lose access after the first day if they don’t have the newest code.

 Can I disable an Early Registration code after it’s been shared?

Yes. If you need to revoke access for a code, simply go to your registration setup, update the code, or deactivate it. Participants will no longer be able to use the previous code to register early.

Note: Once the code is deactivated or the feature is turned off, anyone will be able to register for available sessions.

 What happens if a participant loses or forgets their code?

Participants should contact your organization to obtain the correct code. Your organization can resend the code or issue a new one if needed.

Note: While your Client Success and Support team have access to view the early registration code, we won't have the unique insight into who should have received the code. To ensure we don't unintentionally expose early registration to the wrong participants, we encourage direct communication with your organization.

 Is there a way to track who used the Early Registration code?

Currently, the system doesn’t provide tracking at the individual participant level for code usage. However, you can see the total number of registrants who signed up early, which can give you a general sense of how the code was used.

 What if I want to deactivate Early Registration after it’s been set up?

You can disable Early Registration in your Registration Setup at any time. Once disabled, the code will no longer work, and participants will follow the regular registration process.

 Can Early Registration be set up for certain sessions but not others?

Currently, Early Registration applies to all sessions once enabled.

 Will participants without a code still see the registration page?

Participants without an Early Registration code will be prompted to enter one if they try to register early. They will not be able to register for any sessions without the code, and will need to wait until general registration opens to proceed without a code.

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