Create a Registration Confirmation Document


Use the Document Center to easily create a custom Registration Confirmation document. This document provides details of all registrations that are part of a single transaction. These are sorted by customer, if more than once customer was registered in activities at the same time. The system provides a template for the Registration Confirmation Document but you can easily make changes, or even save multiple versions of the document in the document center.

This article shows you how to:
Access the Document Center
Create a New Registration Confirmation Document
Print, Email, and Sign
Email or Print from the Member Page

Access the Document Center

Access.png
  1. Hover over Contacts (Clients).
  2. Click Manage Documents.

Create a New Registration Confirmation Document

You can create a new document directly through the Document Center. This allows you to create files on any computer and add in the merge fields directly from PerfectMind. The information in the document is refreshed each time the document is generated. (requesting a print or email of the document.)

To access the document editor:

  1. Access the Document Center.
  2. Click New.
  3. Click Document.

The document editor appears. This editor functions similarly to Microsoft Word, Pages, and Open Office.

  1. Under Merge Object select Registration Confirmation.
  2. Build the document, entering text and the inserting fields by searching for them under the Insert Fields picklist.

Data from these fields is pulled from a variety of sources and are based on the field names which you will have generated when you set up PerfectMind.

Header

This section displays information on the customer who is responsible for the transaction. All information applies every registration contained in the document. The following columns are part of the system document:

Field Name Description
Date Issued The date and time when this document was generated.
Company Logo The logo of your organization, which will be used in the header of the document.



The following columns are not on the system document but are available in the document template and can be added when needed. The organization information are taken from the organization settings in PerfectMind:
Field Name Description
Customer Name The name of the customer who is responsible for the transaction.
Customer Address The address of the customer who is responsible for the transaction.
Address -> City The city of the organization
Address -> Country The country of the organization
Address -> State The state/province of the organization
Address Zipcode The zip/postal code of the organization
Description The description of the organization
Email The business email of the organization
Fax The fax number of the organization
LegalName The business name of the organization
Name The account number of the organization
Phone The phone number of the organization
Primacy Currency The primary currency of the organization
Time Zone The time zone the organization uses
Website The website of the organization

Registration Section

This section shows details of a particular registration. The following is a list of default fields which appear in the document template. These fields can be removed by any administrator with access to Manage Documents.

Field Name Description
Attendance Status The status of a registrant’s attendance for the event.
Class schedule If the occurrence type is Custom, this displays all the dates, start and end times, and the facility and location for each session. If there is a regular recurrence pattern, this will list all the exceptions. These are all classes/sessions that fall outside of the regular recurrence pattern, and will display the date, start and end time, and the facility and location for each session.
Days Displays only if the occurrence type is not Custom. Use the recurrence description for the event.
Digital Signature The signature widget which enables the Send-to-Sign feature.
Digital Signature Date The date the digital signature was affixed.
Discounts Itemizes all the types of discounts which were applied to the registration.
Discount Values Lists all the values/amount for the discounts which have been applied to the registration, as shown in the “Discounts” field.
End Date of Course The date of the final session of the course, including the start and end time for that last session.
Event Description The description of the event.
Event Name The name of the event the customer has registered someone to.
Event Status The status of the event (Confirmed, Pending, Cancelled). This is updated if the document is regenerated in the future.
Exclusions Displays only if the occurrence type is not Custom. Lists all the dates within the regular recurrence pattern where the session was cancelled.
Extra Fees (item fee) All Extras fees attached to the registration of the course. Lists all items individually with description and price. As with the fee, the price is the cost for each item, regardless of whether it is paid or not.
Fee for Event The fee of the event. This is the cost of the event as displayed on the attendance page. If there are any session cancelations and the fee is changed, that change is reflect here.
Hours per Class The number of hours for each session (shown once, not for each session).
Location and Facility The location and facility the event is being held in.
Name of attendee The name of the person registered to the course.
Number of classes The number of classes/sessions.
Payment Status The status of the payment for this specific event.
Prompt Questions and Answers Displays any prompts/questionnaires and the corresponding answers if the course is configured to use one.
Registration Notes Additional information you wish to provide when a customer registers.
Start date of course The date of the first session of the course, including the start and end time for that last session.
Taxes Itemizes all the types of taxes which have been applied to the registration (GST, PST, State Tax, Municipal Tax, etc.)
Tax Values Lists all the values for the taxes which have been applied to the registration (as shown in the “Taxes” field.
Total The total of the event fee extra fees taxes, less the discounts.

This document has the ability to show multiple registrations in one document. These will be all the registrations done in the same transaction. To have the document show more than one registration, one must add a loop function.

  • Click the HTML tab at the bottom of the screen.

This shows your document in HTML format. In the space that contains the information above, regardless if its within a table, a div, a span, or neither of those, that space must begin with the following code:

< ! —loop:Registration Info— >
< ! -loop— >
-at the bottom.

If this code is not in place, the document will only show the first registration in a transaction.

Footer

The footer contains information on payment. It can also contain other information which applies to the entire document rather than only a specific course, for cases that have multiple registrations to different courses:

Field Name Description
Footer Info -> Date A list of dates where payments are due, for cases that there is a Pay On (one time) or Payment Plan (multiple) payments in the future.
Footer Info -> Amount Due A list of amounts corresponding to the dates above.
Payment Info -> Payment A list of payment information that has been made against this transaction, including the details of the payment type and payee.
Payment Info -> PaymentValues A list of amounts corresponding to the payment information above.

Looping scheduled payments and payment information

Because there can be more than one future payment day and multiple payments on the transaction, both the “footer info” and “payment info” need to be in a loop to display all possible values. Without the loop function, only the first value in a list will be displayed.

< !—loop: Footer Info—>
{Footer Info->Date}
{Footer Info->AmountDue}
< !—loop —>
< !—loop: Payment Info—>
{Payment Info->Payment}
{Payment Info->PaymentValues}
< !—loop —>

Additional Fields

Additional fields may be added to the template. They include:

Field Name Description
Client The name of the client who is responsible for the transaction
Transactions The transactions associated with the registration.
Calendar Event The event associated with the registration.
Payment The payment required for the registration
Digital Signature This allows the customer to digitally sign the Registration Confirmation document.
Facility The facility at which the registered event will take place.

Print, Email, and Sign

If the document contains a digital signature field, (send to sign functionality) the top banner will include five options:

  • Share with Device: Allows the document to be sent to another device, such as a tablet, which is connected to your PerfectMind account. Customers can review the document and, if Digital Signature is active, they can sign it digitally.
  • Send to Sign: Sends the document by email to the appropriate customer(s). When they sign it digitally, and clicks the Submit button, the signed document is saved as a PDF in their member profile under Documents.
  • Save and Send: Creates a PDF of the document and saves it in the Documents folder of the customer’s profile page. It also sends the document, by email, to that customer, or to the user who is attached to the document.
  • Print: Opens the print window and allows you to print a paper copy of the document.
  • Save: Saves the document to the Document folder of the customer’s profile page.

If the document does not contain a digital signature field, the top banner will only include Print and Email.

Print, Email, and Sign from the Member Page

You can print a Registration Confirmation document for a specific event, directly from the Member page of the customer who made the reservation.

  1. Under the Client tab, select Manage Client or Manage Account.
  2. Select the client or account attached to the registration.
  3. In the left-side panel, click to expand Schedule.
  4. Click the Switch to List View button.
  5. Hover your mouse over the Actions link and select Print.

You will be taken to the document. From here, depending on the active fields of the document, as described above, you can Share with Device, Send to Sign, Save and Send, Print, and Save the document.

The document will contain all registrations that were grouped together, in the original transaction. This means that, while you can select an individual event from the client page, the Registration Confirmation document which contains that event, will show all other events that were part of the same transaction.

If there are any outstanding payments owed for any event in the transaction, they must be completed before the Registration Confirmation document can be issued.

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