Event classes are required if you want to have registrations and voting. The reason is that they are all tied together. A registration for an event needs to be within a specific class. That is how registrations are grouped together and the registration number is keyed off of the class number.

Voting is also by class because participants vote for their favorite registration within a class.

Event classes are managed in the event details view. In the left you can click on “Classes” to jump to the class list.

To add a new class click on the “Add class” button.

The fields for the event class are

• Class number – the numeric id for the class (used for registration numbering) we provide them in groups of 100 starting at 100 and going up to 10000. If you have a car show with more than 100 classes, please contact support.
• Section – This refers to the physical area of your show that the class will be located in. We provide 52 options, if you need more please contact support.
• Description – A description for the class
• Hidden from online pre-registration – If enabled this class will not be selectable to someone pre-registering for the show. The purpose of this is if you have a class that you only want to fill during the show, like “Display Only” or a “Buddy” class.

To edit an event class click on the row (not the checkbox in the left column) to open the row in the class side panel.

Numbering

Class numbering is really important because each registration will need to be placed in a class, and the registration number is generated by selecting the next available number in the class.

For example, if you set the class id to 100, the registrations will be numbered 101, 102, 103… So for the next class you will want to use an ID that is high enough that you won’t have overlapping ID’s If you expect that you will not have more than 100 in a class, we recommend you use 100, for your first class, 200 for your second class, 300 for your third, and so on. In this scenario, If you have classes that can have more than 100 you would want to find a way to split the class up so that you will not have more than 100 in a class.

Class numbering is critical to a successful event.

Setting up an event in Middletwin is easy. It all starts in the Events app. In order for an administrator login to have access to the Events app they need to have the “Event Manager” permission enabled on their login. See the Account Logins knowledge base document for details on setting up logins.

In the Events app you will see 3 tabs. One for shows, one for venues, and one for activities. In order to setup a show you will need at least one venue. A venue is synonymous with the physical location you intend to hold your event at. A venue could be a restaurant, a meeting room at a hotel, a local park or fairground, etc…

Create a Venue

Click on the Venues tab to display your list of venues.

Note that the list of venues just displays the venue name. To add a new venue, click on the “Add venue” button above the table and on the right.

Just enter a name for the venue. Note that this is all you need for the venue, you do not need to do any more setup if you do not intend to setup and sell spaces at the venue through the member portal. Enter in a descriptive name and click the “Save” button. The new venue will appear in the venue list.

To setup a venue click on the venue row (not the checkbox in the left column). This will open up the venue details view

In the venue details view you can edit the venue name, and setup spaces for the venue in the venue map. The purpose of setting up spaces in the venue is to manage and or sell spaces at your event. You can think of these as vendor spaces. If you do not plan to manage spaces at your event, you can skip this.

Follow the instructions on this page for adding spaces to the map. Note that when you setup spaces you will need to specify a row, number, and cost for the space, as well as its availability.

If you configure the event to allow vendors, there will be a vendor registration option on the member portal that vendors can use to register for the event. Part of that registration process will be the display of this map with all un-reserved spaced displayed as available. When the vendor select a space it will display the spaces cost (multiple spaces will be added together) and the vendor will be able to purchase the space(s), which will mark them as unavailable to other vendors.

Create an event

Click on the “Events” tab to display your list of events.

To create a new Event click on the “Add event” button above the able on the right side.

Specify a name, the venue, and if you are creating an event that has a similar setup to previous events, and you want to save time by not having to re-create all the event settings that will be mostly the same to the previous event (like an annual event), choose the event you want to copy here. This is a big time saver feature. Click the “Save” button when you are done.

This will add your new event to the events table.

Click on the row of an event (not the checkbox in the left hand column) to edit an events details.

From here you can setup all the event attributes. On the left most column are the settings for the events

• Name – Displayed in the portal
• Begin Date – Actual event start date
• End Date – Actual event end date
• Venue – Where the event is held
• Schedule (aka description) shows up in the member portal as the description of the event for registrations and tickets

In the middle pane are the setting for

• Media – upload an image that represents your event, like a flyer
• Classes – the classes you will have at your event
• Tickets – tickets that you can sell to your event
• Results – if your event uses classes, you can have voting and the voting results will be displayed here

The rightmost pane has the configuration settings for setting up online registration (aka pre-registration) and vendor registration. Vendor registration allows vendors to purchase venue spaces.

See the individual knowledge base documents for specifics on setting up event features and how to manage them for your event.

When you create an event in Middletwin you have the ability to sell tickets. You can easily set up the tickets, your members can purchase the tickets, and the tickets will have a QR code (2 dimensional bar code) that you can optionally scan with any network connected mobile phone to redeem at your event.

To get started, login with Event Management permissions and go to the Events.

Locate the event you want to create tickets for and click on the row for the event (not the checkbox in the leftmost column) to open the event details.

Ticket Types

This is where you will manage the ticket types for your event. To get started click on the “Add ticket” button.

Provide a meaningful description for the ticket, like “General Admission”, “One day pass”, “Weekend Pass”, etc… Provide a larger description for the ticket along with any restrictions. Specify the dates the tickets can be purchased (start and end dates), the total ticket quantity limit you want to make available, a limit of how many a single purchaser can make, and the price you want to charge for the ticket. You can make as many tickets for an event as you like.

You can create a custom confirmation email template that will be sent out to anyone who purchases one or more of this ticket type. See the email template strings cheatsheet for possible string replacements.

Specify if these tickets will be available to the general public or only to people who are purchasing a registration or a vendor/swap space.

Optionally you can add options to the tickets. An option can either be a text field that the user types text into or a menu of options. Example of a text field would be if you were selling a ticket to a dinner and wanted to collect the guest names. Options could be used if you were using tickets to sell t-shirts and wanted to ask for a size (ex Small, Medium, Large, etc…). Choices need to be a comma separated list.

When finished click save.

To edit a ticket after you have created you can click on the row for the ticket.

Members will see the ticket for the event in the event panel in the member portal. When they purchase the ticket they will receive an email with a link to the ticket. When they open the ticket in a web browser they will see the following:

You can use an iPhone or Android type phones camera or QR Code reader app to scan the bar code. Doing so will cause the ticket to be “redeemed”. If you scan the code again it will indicate that the ticket code has already been redeemed. This prevents someone from trying to make copies of a ticket and use them for your event.

Sold Tickets

Click on the Sold Tickets tab to see a table that will list sales for each ticket type individually. Above each table will be the number of sold tickets, giving you quick access to ticket sales numbers. If you need to manually create tickets for any ticket type, just click “Add ticket” button above the table for the ticket type you want to create the ticket for. Note that a confirmation email will be sent to the email you specify for the ticket.

Random Pick

If you are doing a drawing and want to randomly pick one ticket from all the sold tickets, just click the “Random Pick” button above the table.

If you want to get a list of all the tickets and use that to check off ticket purchasers as they arrive, just click the Print tickets button at the top of all the tickets. You can also use the Export button to export a particular set of tickets to csv and then open it in any spreadsheet program.

Tickets Label

If you are using tickets as a whole for something other than actual tickets, and you think the label “Tickets” would be misunderstood to your event participants, you can set the label to be another term. To do this, go to the Show Settings and locate the “Tickets Label” in the Event Information section. If there is no label, then “Tickets” will be used, if you provide a label, your label will be used.

Depending on how you mange your event, registrations can come from multiple sources. The most popular are directly from a sale on the member portal, and from the US mail with a mailed in registration form and a check.

You will likely have one if not more people who will help with managing your event registrations, depending on how many registrations you need to manage. Each person will need to have an administrative portal login with the “Registration Manager” permission enabled on their login to allow them to manage registrations.

After they have logged in they need to go to the registrations application. Note that if they only have the “Registration Manager” permission this will be the only application they have access too.

The application will load with a list of all your groups events. Select the event that you want to manage the registrations for by clicking on the event row and not the check box in the let hand column of the row.

This will display the registration list view for the event.

At the top of this table is the number of registrations that are currently in the system for the event.

The table is paginated and displays 25 registrations at a time. Use the pagination controls at the bottom of the table to page through the registrations.

You can search for Registrations by typing in search criteria in the search field and typing the enter key to perform the search. You can search on any of the following criteria:

• First name
• Last name
• Email
• Registration number (fka car number)
• Event class

You can use the ‘X’ button to the right of the search field to clear the search and re-fetch all the registrations.

You can sort the list of registrations by using the “Sort by” selector next to the search. You can sort by:

• Registration Number
• First name
• Last name

Editing a registration

To edit a registration click on the row for the registration. This will reveal the registration details pane on the right.

You can edit and change any information on the registration from here and click the “Save” button below the registration details to save the registration changes.

Creating a registration

To create a registration click on the “Create” button above the table of registrations on the right side. This will open a blank registration details pane that you can fill out.

It is common that someone who is registering for an event has registered for one of your past events. In order to save time you can search through previous event registrations by clicking on the spyglass (search) icon next to to the “First name” label.

In the search field you can enter a first name, last name, or car number and the system will search for registrations that match (current and past events). at least 3 characters are required. Click the “Lookup” button when you believe you have entered enough information.

Here is an example of searching for ‘williams’. Results with a pencil icon are current event registrations and if you select this row the registration form will be filled in with this registration details and when you click save you will be changing the registration. If you select the row without the pencil icon the form will be filled with most of the details from the registration but when you click save you will be reading a new registration.

Click the “Save” button below the registration details to save the registration.

Registration Numbers

Registration numbers need to be unique. As a convenience to you the system will automatically assign the next available registration number to a registration based on the selected event class. For example, when creating a registration, if you select an event class that is numbered 300, and there are already 3 registrants in that class (301, 302, 303) the system will automatically assign 304 to this new registration. You do not need to provide the registration number 304 when creating it.

If you want to assign your own registration number you can by selecting the “Manually Assign Car Number” checkbox and filling in a number. Note that this is not recommended, and the registration number needs to be in the same group as the class number. Clicking save will cause the registration number to change and any votes for that registration will also change to the new number.

Event Class

The event class for the registration tells the system what group the registration should go in and is used for detailing the registration number. If a registration needs to be moved to another event class, which happens frequently, you can easily make this change by just editing the registration and changing the event class and clicking “Save”. This will cause the system to assign a new registration number to the registration by selecting the next available registration number in that event class (see above) and any votes for the registration will also be moved to the new registration number.

Processed

The processed checkbox is just a way for you to flag if you have processed a registration. You can use this if it benefits you and your workflow.

Registration Card

This will open a template that you can use to print a registration card for the registration. These can be used as a dash card at a car show, a placard on a table, etc… You just need to provide the blank. We have some downloadable templates that you can use to get started.