Online Event Registration Software | ePly – Features

Features

Features

Customize Your Registration Forms

Group Registration

Price Calculations

Payment Processing / Receipts / Invoices

ePly’s Business Practices

Customize Your Registration Forms

Feature	Benefit
Professional custom registration form for your event. Match branding, theme etc.	You get a professional looking and easy to use registration form that does the hard work, while allowing you to spend your time planning the event.
Brand your form to match your website or event.	Your client will be impressed that the form matches their look and feel. People feel more comfortable registering on a form that is familiar which results in more registrations and less questions.
Build your form to your exact requirements.	You and your client won’t need to compromise your vision because of a lack of software functionality.
Registration forms are kept to a single page.	One page forms make it impossible for people registering to get lost in the process. This means that you won’t have frustrated people abandoning the form several pages in because they clicked back in their browser and lost the information they entered.
Sponsor logos can be added to the form.	Provide your event sponsors with an added benefit.
Specify fields as required.	You don’t have to spend time following up with registrants to collect details that they didn’t provide.
Custom error messages.	Since your form is customized, your error messages must use the exact same wording and terminology to give clear instructions to the registrant. This helps to ensure people complete the form.
Built in logic to enable or disable registration options based off of previous selections.	You get correctly completed registration form even when people don’t read the instructions.
Any number and combination of text boxes, radio buttons, check boxes dropdown lists, text areas and price text boxes can be added to the form.	You get exactly what you want, but you will also get our advice on how to keep your form easy to use and efficient while collecting the data you need.
Force data to be entered in a specified format.	You won’t need to spend your time reformatting data such as postal or zip codes.
Automatically close registration.	You don’t have to remember to close the form and registrations won’t keep coming in after the deadline.
Custom message on the closed page.	You can give specific instructions to people who try to register after the deadline such as who to contact for more information or how to register on-site.
Adjust registration close date and time while registration is open.	You can keep registration open for longer or close it early in one quick step.
Hidden fields.	Hide fields that no longer apply or use fields for administrative purposes only.
Set default selections.	Customize your form and make it even easier to use with default selections in fields such as province/state.
Duplicate Registration Warning.	You don’t need to spend time dealing with duplicate registrations where people may accidently submit more than one registration in a row.
Customized thank-you page.	Lets you include your own thank you message additional information such as links to your website, hotels, etc.
Customizable registration numbering.	Keep track of your registrations using a numbering format that fits your organization’s needs.
Multiple languages	Meet government language requirements or make people speaking other languages feel more comfortable when registering.
File hosting.	If you want to give people easy access to a file such as an agenda by clicking a link, but don’t have access to your web server or don’t know how to upload a file there, ePly can take care of it for you.
Space to post your custom refund and cancellation policies.	A proper cancellation and refund policy can be a legal requirement, but a fair and well written one can help you bring in more registrations. For more information about this read our article entitled “Cancellation policies that benefit event planners and participants.”
Space to post the name and number of a person to contact with questions.	It’s good business to always have a name, phone number and email address of someone people registering can call with questions. If they can’t get a hold of someone to get an answer, they may simply not register.
Option not to have the ePly logo on your form.	If you or your client prefers not to see the ePly logo at the bottom of your registration form, just ask us to remove it.
Allow registrants to login to change their information.	Simply activate this feature and the system will include a password when people register that they can use to change their registration data on their own, rather than needing to contact you.
Allow registrants to upload files during registration.	Use this feature to collect abstracts, resumes or other details.

Limits

Feature	Benefit
Limit the number of registrations for an entire event or an item on the form, the number of tickets, etc.	Never exceed your event capacity and you don’t have to spend time monitoring the number of registrations.
Share limits between two or more events – i.e. English and French forms.	Fill your event to capacity without needing to manually divide your limits between different forms and end up with one form sold out and the other with space.
Sophisticated limit checking.	This means that if 3 tickets are available and someone attempts to purchase 5 they will be informed that there are only 3 left.
Adjust registration limits while registration is in progress.	If more spots open up, or spots are being reserved, you can increase/decrease the limits with just a few clicks.
Customized sold-out messages.	You can let registrants know why a selection is no longer available and encourage them to make another selection.

Group Registration

Feature	Benefit
Group registration to allow one person to register and pay for a group of people.	Saves people time by not having to register each person separately. People registering on the same form are automatically related in the reporting.
Automatically limit group size.	You can limit the number of guests that people can bring.
Group discounts.	You can offer a discount if someone registers a certain number of people.
Shared limits between main registrant and group member(s).	You can be assured that your maximum includes guests.
Group member can be sent a different version of the confirmation email.	If you collect each group member’s email address, you can automatically send them a confirmation email with wording that is different than the main confirmation email.

Price Calculations

Feature	Benefit
Utilize date-based pricing.	Automatic price changes can be based on the date such as Early Bird, Regular or Late rates.
Pricing can be dependant on selections such as member or non-member, student and speaker.	You won’t spend time verifying fees.
Discount and Promo codes.	Assign codes to your sponsors or other affiliates so that they can register at a comp or discounted rate without needing to contact you.
Tax automatically calculated at specified rates if required.	You’ll collect the right amount of tax as there won’t be any calculation errors.
Option for registrants to be tax exempt.	When working with certain organizations some people may be exempt from sales tax.The ePly system can handle this and generates a report for the event planner.The event planner can also add or remove a tax exemption after someone registers.

Payment Processing / Receipts / Invoices

Feature	Benefit
Totals are automatically calculated based on selections.	You won’t spend time checking addition.
Payment selection is required if there is a balance owing.	You can make sure everyone pays or is invoiced so that no one can register for free.
Secure, automatic credit card processing.	Get a firm commitment from registrants with an automatically approved credit card transaction.
Process additional credit card payments in the back-end system.	You can easily process additional charges to a card if registrations change and you need to collect more money.
Send duplicate credit card receipts.	It only takes a few clicks to send a duplicate receipt.
Give people registering the option to pay by cheque, money order, cash at the event etc.	Depending on the demographic for the event, you may want to allow different payment methods to ensure you don’t miss out on people who don’t want to or can’t pay by credit card.
Fields to record and track non credit card payments as you get them.	Easily record payments you receive by cheque or other method to keep track of who has paid, your total collected, etc.
Tracking of all financial transactions such as refunds, chargebacks, bounced cheques, etc.	All of your financial records are in one place so you and your accounting staff can access it for final reconciliation purposes.
Add and edit notes when making payment adjustments, receiving cheques, etc.	You can access records and notes if you need to look back at a transaction.
People registering are automatically notified if a credit card transaction is declined.	You don’t need to worry that people assuming they’ve paid when in fact their card was declined.

Reporting

Feature	Benefit
Unlimited access to reports.	You can access your registration list, payment summary, and guest list anytime, and anywhere with an internet connection.
Create custom reports with customized fields, sorts, filters and counts.	Since your event is unique you need customized reporting. We will create customized reports for you or show you how to do it so you can see any combination of the collected data you need.
Downloadable reports.	Easily get your data into a spreadsheet so you can produce mailing labels, name badges, email lists and merge with other data.
Edit and delete registrations.	Updating your registration data online means that everyone with access to the reports will see the same information.
Track deleted registrations in the payments and deleted guests reports.	Even if someone won’t be attending the event, you will still need to track their payments and refunds for accounting purposes.
Summary dashboard shows vital event statistics.	Stay on top of your registrations by monitoring the number of registrations, how much money you have collected, etc. all on one page.
Add new registrations in the backend.	You can bypass the required fields and pricing for special circumstances if you need to.
Add registration notes.	Keep track of notes on each registration for future reference. You can have multiple notes on each registration and the user creating the note and the time and date are automatically recorded.

Security

Feature	Benefit
ePly is PCI (Payment Card Industry) certified.	Your can be confident that we handle credit card information in a secure way.
Credit card numbers are not stored on ePly’s server.	This is an extra security precaution that helps people to feel confident about using their credit card online.
SSL encryption transmits data securely.	This is same type of encryption used when you do your online banking, so you can be confident your data is protected during transmission.
ePly’s servers are located in a professionally managed data center with 24 hour staff, card access security, back up power and redundant internet connections.	You can be confident that the servers containing your data will be online and physically safe and that there are staff standing by to take care of any issues.
You own all of the collected data and ePly does not have the right to rent, sell or share the data.	You can assure your client that their data is owned by them and there is a written clause in our contract outlining this.
Data is backed up in multiple was including an offsite back up using a professional company.	You have peace of mind that your data is being backed up properly and regularly.
ePly is insured.	We have never needed to use our insurance, but many of your clients require proof of insurance before doing business with us. If you or your client needs to see our certificate just ask.

Support

Feature	Benefit
Free support is always available by phone or email, even after your event is over.	Don’t hesitate calling us for help, it’s free!
Professional advice when setting up your form.	Our advice will help you to eliminate registration frustrations and emergencies and increase registration volume.
We set up reports for you or show you how to do it.	You get the reports that you need in a way that’s easiest for you.
Online help documentation.	If you prefer to work on your own there is an online help resource for you to use.
After hour emergency support.	If you need help emergency outside of regular business hours, you can get put through to a cell number and speak to one of our support staff.

ePly’s Business Practices

Feature	Benefit
ePly thoroughly tests the registration form before going live using a 150 point checklist.	We make sure that every aspect of the form, both in the front and back end, works perfectly and meets our strict standards to help you uphold your professional image.
If we build your form for you, it’s a fast turn-around.	ePly will have a first draft prepared within two business days of receiving all of the setup details and contract.
No long term commitment.	Our contracts are done on an event by event basis. This means that our outstanding service will keep you coming back, not a contractual obligation.
You’re invoiced for the set up fee after the set up is done.	There is no risk to you as you keep your money until you see our work.
ePly has been in business since 2001.	We have gained experience and know what we are good at and will be here to see your event through.
Experience with a wide variety of industries and organizations.	We understand that everyone has different needs and can be flexible to accommodate them.
ePly is committed to green practices.	You can help your client put on a greener meeting. See our green initiative page.
ePly is progressing through the E-Myth Mastery Program.	You get to work with a company build on a solid foundation that will deliver exceptional results every time.

Benefits for Canadian Organizations