PEARS Event Module

• Event Name: Add specific information to your event name. For example, ServSafe Manager Training – Fremont – 4/15/26
• Description: Including a description of your event, with any information that you want the registrant to know before registering. This can include registration fee, requirements, course contact for questions, etc.
• Summary: A short one to two sentence summary of the event that will be displayed on the ‘Nebraska Extension Events’ page.
• Cover Image: This image will display on the page for your event. If left blank, a default red background will be used. 
• Thumbnail: This image will display on the ‘Nebraska Extension Events’ page. If left blank, a default red background will be used. 

Where:

• How will attendees participate: Choose ‘Virtual’, ‘In-person’ or both.
• Location: The location for your event may already be in the system. Search the name of the location, for example ‘Dodge County Extension’. If it does not pop up, there should be an option to ‘+Add Site’.
• Unit: Select the county your event will take place in or ‘Nebraska (State)’ if statewide.

When:

• Does this event have multiple sessions: This feature should be used for sessions that are at the same location. For example, a 4-part series with different topics, and the registrant can select which ones they plan to attend. This feature would not be used to have multiple events in one registration. 
• Time Zone: Defaults to CT but MT can be selected
• Start Date/Time and End Date/Time: Please keep in mind the time selection is included at the bottom of the date selection box.

Additional Information:

• Allow group registrations: Check this box if you expect companies to send multiple employees to your event or for families that will send multiple kids.
• This is a private event: Check this box if this event is not meant for public registration.
• This is a promotional event where no registration is needed: Do not check this box, no registration information will be gathered if checked.
• Create new CRM contacts automatically: Check this box so that event registrants are automatically added to the CRM.
• Program Areas: Select the Program Area your event falls under.
• Categories: This is where you can select what focus team within your program area this event falls under.
• Attach files: Files uploaded here will be available to anyone that views the event information page. This would be a good place for agendas, hotel information, parking information, etc. If you’d like to share something with just those who register, consider adding it as a SharePoint link that gets sent to registrants in the confirmation email.

• In this section you can add the name of other Extension personnel who are contributing to the event.
• After hitting ‘+Add Collaborator’, you can search and select the Extension personnel and then define what level of access they should have to the registration on the back end.

• If your event has sessions, this is where you add the session information. If your event does not have sessions, skip this section.
• Session Name: The session name can be based off the topic that session is covering or the date it takes place.
• Registration capacity: This capacity will only count towards the session, not the entire event.
• Enter session date and start and end time.
• Location: Can leave blank or enter specific room information here.
• Description: A description of the topic the session covers or information about who will be leading the session.

• This page is where you add the different types of registrants that may attend (general attendee, student, educator, etc)
• To add a registration type, click ‘+Add Registration Types’
• What type of registration do you need: Select one of the attendee options, or click ‘Other’ and name the registration type.
• Registration cap: Here you can set a limit how many people can register under this registration type.
• Registration deadline: Set a deadline for when that registration type should no longer be available.

• This form is where you can gather registrant info and have them select sessions.
• You can start from scratch and drag over elements from the left-hand menu to the form, or you can load a template and add/remove questions from there.
• Whenever an element is added, make sure to edit the ‘Name’ and ‘Label’ in the right-hand menu. The ‘Name’ will show on the backend, the ‘Label’ will show on the frontend.
• Once done with the form, click ‘Go Back’ in the top left.

• Select the payment methods you will allow. 
• Accounting code: Select the cost object the revenue and fees should go to.
• If allowing ‘Cash or Check’ payment, specify the instructions for registrants to submit those payments.

• In this section you can assign fees to registration items as well as create discount codes (Promo Codes).
• Under ‘Registration Fees’, click ‘Add Registration Fee’.
  • Which registration types will the fee apply to: If you only have one registrant type, it will be automatically selected. If not, select the registration type you’d like to create a fee for.
  • Base Price ($): The registration cost for this registrant type
  • Save
  • If you’d like to enable early bird discounts, hit ‘Add Early Bird Discount’. 
    • Discount Type: Whether you want an amount or percent subtracted
    • Discount amount: Actual amount or percent you want subtracted
    • Start Date and End Date: The early bird discount will work within this time range. Please note that an actual time will need to be selected as well, e.g. 5:00 PM on the 31^st this code stops working.
• Session Fees: If you have sessions in your event, you can charge a separate fee for the session. The registrant will be charged both the registrant fee and the session fee if selected.
  • To add Session Fee: Under the ‘Session Fees’ tab, click ‘Add Session Fee’
  • Which session will the fee apply to: select the session the fee applies to.
  • Which registrant types will the fee apply to select the registrant type the fee applies to.
  • Base Price ($): Amount you’d like to charge for this session.
• Add-ons: This feature would be used if you want attendees to select an optional item, like a t-shirt or parking pass. You will need to have a question on the registration form asking whether they’d like the optional item before you can create the ‘Add-on’ fee.
  • To create an Add-on fee: Under the ‘Add-ons’ tab, select ‘Add an Add-on’.
  • Description: Describe the add-on, for example, ‘T-Shirt’
  • Which field in the form triggers this add-on: Select the question on the registration that asks about the add-on, for example: Would you like to buy a t-shirt?’
  • Apply fee for which selection(s): Choose what answer triggers the add-on. For example: Yes, I would like to buy a t-shirt.
  • Add-on fee: What amount you want to charge for the add-on.
• Promo Code: This is where you can create discount codes for your event.
  • To add a Promo Code: Under the ‘Promo Code’ tab, click ‘Add Promo Code’
  • Promo Code: This will be the code you give to attendees to enter on the registration.
  • Description: Optional but a good place to name the discount, for example ‘Military Discount’.
  • Discount Type: Whether you want to deduct an amount or percent.
  • Discount Amount: How much should be deducted (amount or percent).
  • Max Redemptions: How many people can use this discount.
  • Start Date and End Date: The discount code can be used within this period.

• This is where you can customize the message registrants will see in the registration summary and confirmation email. The confirmation message is a good place to enter any information you want the registrant to be able to come back to (hotel block and parking information, exact things they would need to bring to the workshop, etc.).
• Some data will be automatically pulled from the event into the email. This data is pulled by using ‘Tokens’ which by default are in the text of the confirmation message. These can be removed or added. Tokens can be identified by double brackets at the beginning and end of the phrase. For example: {{event_title}}.

• By clicking on the ‘Preview Registration’ link, you will be taken to the webpage for your event. This view will only be in preview mode, which is indicated by the ‘Preview Mode’ banner at the top of the page. In this mode you can click through the registration form to check over your work. You can go all the way through the registration and will receive an email confirmation, but once the event is published none of the preview mode information will be kept.
• If you are happy with the way the registration looks, return to the ‘Preview’ page and click ‘Save and Continue’.

• Once you reach this stage, a PEARS admin will need to check over your event and then publish it. Please reach out to the Extension Dean’s Office to let us know when your event is ready. We will double check the details and if there are no questions, we will publish the event and notify you.
• Once the registration is published, you can access the registration link by going into your event and clicking the share icon in the top right corner. 

Event Creation Guide

Event Creation Tutorial

More information coming soon!