An event's registration settings control the defaults shared by every registration process for that event. These settings cover registration deadlines, group registration, self-cancellation, video conferencing, attendance certificates, and certification course and credit options. Registrant directories are separate and optional. They let you publish a searchable list of an event's registrants on your Rhythm account's website.
Prerequisites
You need access to the event in the Events Console. Some sections below appear only when the matching feature is turned on for your account.
Where to Find It
- The Registration menu is hidden in event setup until Online Registration is turned on in that event's details. Turn that on first if you do not see Registration in the event's Setup menu.
- Go to Setup › Registration › Settings to manage the event's registration settings. This page is one form, and there is no separate create step because each event has at most one settings record.
- Go to Setup › Registration › Directories, then select Create Registrant Directory to add a new directory.
- To check whether a registration field is a custom field for this event, go to Setup › Registration › Custom Fields and open the field. Its label there should match what you see on the form or registration record.
- The donation prompt at checkout is a separate event setting from the options below. Go to Setup › Settings and look for Prompt for Donations at Checkout. It applies to the event as a whole, not to one registration package, so check this setting first if an expected donation option is missing from a package.
Registration Settings
If a section below does not appear on your Settings page, your account may not have that feature turned on. Group registration, tiered discounts, and self-cancellation policy each depend on a feature that your Rhythm administrator or Rhythm turns on for your account, separate from anything on this page.
| Setting | Options | Default | Effect |
|---|---|---|---|
| Registration Deadlines (switch, then one checkbox and date per deadline) | On, off | Off | Turns on deadline-based pricing for packages and add-ons at this event, and records the date and time for each active deadline in your account |
| Group Registration (switch) | On, off | Off | Lets individuals register a group in the Portal. Registrants can use it only when the event also has a microsite with the group registration feature installed |
| Who should receive the individual registration confirmation emails? | The individual registrant, the group administrator, or both | None selected | Appears when group registration is on. This setting controls whether group registrants receive their own individual confirmations. If a group registrant's confirmation still does not send after you confirm this setting, contact Support because the issue is specific to your account rather than this setting |
| Group Administrator Confirmation Email (switch) | On, off | Off | Sends the group administrator a separate summary email after a group finishes registering |
| Tiered Registration Discounts (switch and a table of ranges) | On, off | Off | Lets you define ranges based on a registrant's position in a group, each with a discount percentage or amount |
| Self Cancellation Policy: | None, a specific date, or a date relative to registration | None | Controls whether registrants can cancel their own registrations in the Portal, and until when. An individual registration package can override this deadline, so cancellation eligibility can differ by package even though you set the policy once here |
| Self Cancellation Policy: | None, a specific date, or a date relative to registration | None | Controls whether registrants can cancel their own registrations in the Portal, and until when. Cancelling one registration on a group or multi-guest order cancels every registration on that order. If accidental cancellation is a concern for grouped registrations, either turn this off for them or add clear warning text to the Portal's View My Registration page |
| Restrict how many people from the same organization can register for this event | On, off, plus a number | Off | Records a per-organization cap |
| Membership Renewal Window: | A number of days | 90 | Records how many days before expiration a member may be prompted to renew during registration |
| Default Registration Process: | The event's processes | Empty | Required for registrations that are created or imported without their own process, and used when one of those registrations is later changed |
| Video Conferencing Integration (switch) | On, off | Off | Links the event to a Zoom webinar or meeting and syncs registrations automatically. Saving a webinar or meeting ID is separate from turning this switch on. Save and reauthorize the ID first, then check that step separately from this switch when webinar registration or confirmation behavior is not working as expected |
| Certification Course Registration (switch) | On, off | Off | Offers course sign-up during registration and sends confirmation emails from the Certifications course process you choose. This switch alone is not enough. The event also needs the Certification Courses feature enabled, and course registration must be enabled on the event's Courses page before course registrations purchased through the event are created correctly and show up in queries and in Certifications |
| Certification Credit Assignment (switch) | On, off | Off | Automatically generates certification credits for people who register, based on the registration types you choose. To assign activity properly to those credits, you may also need to complete certification credit setup in the Certifications app |
| How are certificates generated? | Disabled, Automatically Generate | Disabled | Turns on a certificate of attendance for this event and, when set to Automatically Generate, lets you design and preview a certificate template |
Course offerings on the event's Course Offerings page are not added from this page. They are created in the Certifications app and appear here automatically after you link a course offering to this event. Once an offering is linked, a registrant's course registration for it can also appear on the event's schedule.
Tip
Turning on a general credit card processing fee for your account is not enough to apply that fee to event registrations. You also need to turn it on in this event's registration settings, in the credit card section, and you can customize it further per registration process if needed. For group registrations, configure the credit card processing fee in the group registration settings here rather than relying only on a registration process override. A process-level override alone is not enough to assess the fee for group registrations.
The payment options you turn on or off here control which payment methods portal registrants see. Unchecked options do not appear to a self-service registrant, but staff can still see the full set of built-in payment types in the Console regardless of what is checked here. A bill-later payment field such as Check/Reference is meant to appear only when it is configured as optional or required. If it behaves inconsistently, confirming and resaving that field's configuration has settled this for other accounts.
Rhythm can send calendar invites to webinar registrants after the video conferencing integration is set up for the event.
To enable attendance certificates for an event, open the event and go to Setup › Registration › Settings. Under the certificate settings, set How are certificates generated? to Automatically Generate. This also makes the certificate template editor available, where you can design the certificate content.
Under Other Payment Options on this same page, you control which payment methods registrants can use during checkout for this event. Turning off the option to let users securely save credit cards and bank/ACH accounts removes those saved-payment choices for this event. Turning on the option to allow electronic check lets registrants choose electronic check as a payment method.
Warning
Several settings on this page are stored but do not currently affect registrants: the per-organization registrant limit, tiered registration discounts, the membership renewal window, and a process's own self-cancellation switch and deadline. Rhythm checks tiered discount ranges for overlaps, but nothing uses them to discount a price. The event's cancellation policy decides whether registrants can cancel, instead of the process's own self-cancellation settings. Do not rely on these settings to change what a registrant is charged or allowed to do until you confirm the behavior with a test registration.
Group registration lets one person register several attendees for an organization at the same time. The person completing the registration chooses an individual registration type and package for each attendee, so you do not need a separate public group registration type. You only need Group Registration turned on here. If you need company-based tiered pricing, where the first few registrants from an organization pay full price and later ones pay less, group registration with tiered discounts is the intended path once your account has that feature. Before you rely on it for a live event, confirm with a test registration that the discount you configured appears in the price. Group registration also settles its billing through these event-level registration settings rather than through the settings of whichever process an individual registration type uses. That is why the group-specific settings above, including the invoice template in Other Payment Options and the credit card fee setting, live here instead of on a process. If non-group registrations need a different invoice template, set that through a process's override checkout settings instead.
Some full end-to-end behavior, such as how functions and sessions appear during registration, can be confirmed only once the event's registration is live. Plan to complete a real test registration rather than relying only on setup screens. If the current event was cloned from a prior year's event and the setup matches, you can also compare the two side by side to confirm the registration experience carries over as expected.
Administrators sometimes assume a validation or guardrail available for sessions also applies to functions, or the other way around. Session-level and function-level registration controls are not interchangeable, so confirm which object a rule applies to before relying on it. If you need a registration form field to show conditionally based on data collected through Functions, that specific pattern is not supported. Use a registration question instead to collect the same answer directly on the form.
Registration-only and exhibitor-registration-only custom fields may not be available for queries or registrant directories outside their own module. If you are duplicating a value into a contact or organization field just so you can search or report on it, this is usually why: those module-specific fields do not carry over automatically.
A field created on the contact or organization form in CRM is not automatically available on an event registration form or in its eligibility rules. Add it to the event form specifically before event registration can use it.
Wording a registrant sees during registration can come from more than one place: the registration form, the event description, and a function description. If you update registration text and it does not change everywhere you expect, check all three places. The registration form's Registration Options component controls the rates and dates displayed to registrants.
The name badge fields offered during event registration are not currently configurable. You cannot change which items appear on the badge from the Console.
Registrant access to files in the event's file cabinet is granted only through that file's own automatic-access option. Support cannot grant that access retroactively for registrants who registered before the option was turned on, so set it before registrants need access.
There is no direct setting that limits who can start their own registration group. To restrict that, set up a separate group registration process tied to its own package, and configure purchase eligibility on that package for the roles you want to allow, such as admin or billing contact.
Tip
Group checkout resolves credit card processing fees from the event's own Registration Settings rather than from an individual registration process, because a group can mix registration types that point to different processes. If you configure a credit card fee only as an override on a process, it may not appear for group registrations in the Portal. Set it here instead.
Certificate Preview
After certificates are set to generate automatically, use Preview to check the template's layout and merge fields against a real registration. Preview it before you rely on it, just as you would preview a confirmation email. To preview, enter the ID of an existing registration. You can copy it from that registration's Registration 360 page by opening the options menu and choosing Copy ID to Clipboard. Selecting merge fields here only inserts dynamic data into the certificate. It does not create a styled document on its own. You still design the certificate's visual layout yourself, in HTML, and place those merge fields within it.
After certificates are set to generate automatically, use Preview to check the template's layout and merge fields against a real registration. Preview it before you rely on it, just as you would preview a confirmation email. Your staff can build the certificate's HTML content and insert its merge fields without extra help. If you would rather not design it yourself, ask about optional paid design assistance instead.
Registrant Directory Settings
A registrant directory is a searchable list of one event's registrants that you publish in the Portal. Its settings use the same directory configuration used elsewhere in Rhythm. See Queries and Saved Queries Explained for how the underlying query type works.
| Setting | Options | Default | Effect |
|---|---|---|---|
| Name:, ID:, Status: | Text, identifier, active/inactive | Empty, suggested, active | Basic information that identifies the directory |
| Only event registrants can access this directory | On, off | Off | Limits the Portal directory page to people with an active registration for this event. This restriction can block access even when the page's own security policies would otherwise allow it, so uncheck it if you want the page's security policies to govern access instead |
| Searchable Fields, Additional Fields | Fields from the event's registrants | Name, job title, organization, and email are searchable by default | Controls which fields visitors can search and which extra fields are stored |
| Display mode, page size, refresh period, and the rest of the shared directory settings | As the shared directory configuration offers | Search display, 10 per page, rebuilt every 5 minutes | Controls how the directory looks and behaves in the Portal. Choose the List display option when you want an attendee-list page that shows each registrant's name, organization, location, and image |
| Rule-Based Directory Constraints | Off, or a rule such as Registration Status equals Active | Off | A directory includes both active and cancelled registrations by default. To show only active registrants, add a constraint on the Registration Status field and set it to equals Active |
By default, the directory's entry cards show the fields from the table above. If you need something more, such as the registrant's organization name on each card, switch to a custom search results or directory entry template and add the merge fields you need, including organization name. This level of customization uses the Custom Search Results Template and requires some coding knowledge.
To show an event's attendee information on a portal-integrated site, select the registrant directory on the event record itself, in addition to configuring the directory here. The site's attendee list depends on that event-level selection.
To connect a directory to a specific Portal page, use the Portal page's Registrant Directory component and enter its Directory ID. This field is not auto-populated by design, so different pages can show different registrant directories. If an attendee-list page shows no attendees, or shows attendees from the wrong event, check that component's Directory ID against the directory you want it to use.
Dependencies and Precedence
- Deadline-based pricing here makes the deadline rows appear on registration packages and add-ons and on function fees.
- The Default Registration Process: you choose here is used when a registration without its own process, such as an imported registration, is changed. If you do not choose one, that change fails. See Registration Processes for what the process itself controls.
- If you need to load registration data for this event, such as historical registrations for an event that was missed, create the event in Events first. Registration records are generated on the related CRM records only after the event itself exists. There is no single prebuilt template for a registration import. Build an Events › Registrations query to generate the file, include the required columns and any custom fields you need, and upload it through Custom Data Tasks. The Contacts/Registrations task there requires registration-specific identifiers: at minimum a Contact ID or Contact Email Address, Event ID, Registration Package ID, and Registration Type. A record missing those will error. If you are only creating or updating contacts with no registration data involved, use the generic Import Records task instead.
- If your organization retrieves registrations through Rhythm's registration request service, registrations for this event remain available there after the event finishes. They do not drop off once the event is completed or archived.
Change Impact and How to Revert
Turning a section off, such as group registration or certificates, hides it from the Portal without deleting anything already stored. Turning it back on restores the same configuration.
Permissions
You need access to the event in the Events Console to view or change its registration settings and directories.
Validation and Errors
- If your account uses the video conferencing integration, Rhythm will not save a webinar or meeting ID that Zoom does not recognize.
- Rhythm will not save two tiered discount ranges that overlap. Ranges that only touch at a boundary are accepted.
- You cannot delete an event while a registrant directory for that event still exists.