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New Release: Registration Automation, Flexible Reports, and More!

Regpack Feature Updates: Scheduler & Security - Regpack



Some exciting news for all of our amazing Regpack clients — we have a new release that’s full of new and exciting features! We are really excited about this release because we were able to solve some complex problems and address challenges that our users brought to us regarding registration automation. We know you will love it as much as we do!

The release also includes bug fixes and UI changes that are based on the A/B testing that we are constantly doing. We are always trying to understand what you need and how we can make our software work optimally for you. Without further ado, let’s go over the additions and changes that we have included in this release.

Automating the Registration Process

We have a vision of how a great registration process should work. At the top of that list is the idea that users should be able to move through the registration process seamlessly and automatically without needing to think. A lot of our clients have a two stage or three stage registration process that is contingent upon the completion of a specific form or paying an application fee.

One of the common scenarios we see in registration processes is a process that begins with a simple 2 form application and an application fee. After the application fee is paid, the rest of the application is made available to the applicant to complete. Usually an indication that an applicant is serious about the organizations program occurs when the applicant pays the application fee which is why many organizations take this approach. Often times because they likely have a limited staff and need to use their time and resources efficiently. This ensures that they are focusing their time and energy only on the prospective applicants that will convert to participants and not focusing on an applicant that isn’t really sure what they want to do.

Up until now, in order to cater to this scenario Regpack’s software automatically added the first two forms of the application with the payment for the application fee. Once that was paid the admins could go into the application and add the additional forms needed to complete the application. While this was a good solution for this scenario, there was a problem in that this method required the admins to constantly monitor every individual applicant at every stage of the process manually. Admins also noticed that it sometimes took time between the applicant filling out the first part of the application and paying the application fee before the applicant returned to the system to complete the rest of the application. So our solution was to automate this aspect of the process and have the forms added to every applicant once they’ve paid the application fee.

After dealing with the above use case, we had another one to tackle. One of our clients was using the Regpack software as a way to involve their users in all kinds of their events and activities. Each event or activity had a different price and dates. That part is easy, we simply setup a number of products for them that were then options for their users to choose from. But the problem was that some of the events required the users to provide additional information such as medical information or arrival information.

It didn’t really make sense to add these forms to all the users since only some of them selected the products requiring these forms. So we put our thinking hats on and came up with a great solution that allows you to trigger forms to be added to a user’s application based on any action they take in the system! Yep, that’s right. If they add a product, if they complete a form, if they make a payment, if they are set to a specific status or if they close their balance. Anything you want! And the beauty of it is, it does not demand any programming skills on your end! All you need is common sense and to know what you want to achieve in order to create a seamless and intuitive system!

Reports with the power to view anything!

We understand that reports and downloadable reports are really important to you. But we also understood that you didn’t want reports the way business people think of reports. Instead you want a way to aggregate information together so that you can view your data in a simple, easy and fast way. We kept telling our clients to input the information into the forms in a way that made sense to their users, not to their organization. But that meant that we needed to bring that information together again in a way to satisfy your reporting desires.

So we took the capabilities of reports up a notch. If you can aggregate information in a specific way you then would want to do that only for specific users and only for specific groups of users (for example, only the people that are coming on the September trip or only the people that have food allergies or only the people that have two passports). But you would want to see the same information for all these different groups of people.

The way reporting works in Regpack is pretty unique and very very useful! You generate a set of data units that you are interested in seeing, and then you select the users you want to run the report on. Now you can add additional data units to a report like the application date, assigned admins, or user status. All of the payment information can be added to the reports as well. So now you should have all the information you need for quality reports!

But there was still something missing. Regpack enables you to create a virtual shop of that includes all of the products that you offer for your users. Products can even have different prices for different applicants. While this is usually the case to benefit the users, all these conditions make presenting products in a report a challenge for you. Why? Excel has made us all used to the idea that reports are a flat list of columns and rows which by definition cannot show multi levels of information. In a project that has 5 products obviously this is not a problem since you can simply present all the product information in columns. But what happens when you have 20 products or 100 products or even 300 products? You cannot just present each product in a column and have that report make actual sense.

So we put our thinking hats on again and came up with a solution (well, actually Joe, one of our Regpack account managers, came up with the solution). The admin can now select what products they want to present in the report. That way, the system shows in a flat list only the information that is relevant and interesting. Cool, no?

The report challenge did not end there. The next level was for family groups that wanted to be able to see child and parent information together. In Regpack, parents and children are both considered users. Which is why you can perform all the cool actions with the child information and the parents without thinking which one of them is what type of user. But that also meant that the records are only connected on a very superficial level.

You still want to see the parent information when viewing a child’s application. For example, sometimes you want a report of all the children with the parents emails and phone numbers. Or you want to see the order of a child with the parents names so that when you talk to them you know who you are talking to. Eventually we achieved the goal and now the reports system automatically presents child information and parent information together when both of them are in a report.

Filtering, the smart way

If we had to choose what the most powerful feature about Regpack’s software is, it would have to be our filtering mechanism. It enables you to find and sort users based on any field they’ve completed. It’s like being a database master without needing to care or know how databases even work.

As part of our user testing we check what people are using in the system and how they are using it. We also make sure to talk to users regularly in order to see what they like and what they do not like. It turns out that most of our users did not get why we love the filtering module so much. After some digging and data crunching, we reached the conclusion that it is simply not user friendly. D’oh! We tried to simplify it so much that we lost a lot of its power along the way. So what did we do? We redesigned the filters module!

Here’s a look at the features in filters:

Emails, without spamming your users.

Our email module is great. We know since it was you who told us! But it had a problem, we admit it. It would not tell you if you had sent a particular email to a user already which resulted in, well, spamming your users from time to time. Whoops. So now, before you send out your emails our little Regpack droids run to the database and check whether you sent it out already and if so, to whom. You are then able to send an email only to the people that have not yet received it or to whoever you like!

This is an invaluable tool for staying organized and keeping track of your online communications with applicants. The ability to send emails based on the status of applicants and being able to control and view what emails are sent, to who and when allows you to create a positive and productive communication relationship with your applicants. You’ll notice that when you’re communicating more effectively with applicants you will receive more accurate applications, committed applicants who then become excited participants!

New Data Types

We have a number of new data types included in the new release that you can now use in your forms. One that stands out is the ability to use three drop-down fields for dates (day / month / year) instead of the current datepicker.

Also, you can now hide drop-down menu options from applicants but still have access to those options yourself. For example, if a session is nearly closed and you want to hand pick who will be given access to the application, you can now simply ask your account manager to hide the option from all applicants except to the ones you’ve selected.

Admin Assigning

Regpack is not only a tool to register your users, it is also a tool to help you collaborate and work better with your team. The feature that we built in order to do this is the assign an admin feature. The option to assign users to specific admins was always available. However we began to realize that many of our clients started to use the admin feature as a way to manage their internal work flow. They would assign people to multiple admins and that way enable a more organic work flow internally. But there was a catch. You needed to know who was assigned to who in order to use this effectively. Of course, you had the filtering module that enabled you to find that information but sometimes you just needed a quick way to see that information. We heard the call and answered it.

In the screenshot below you will see that you can now view how many admins are assigned to a user, and if the user is assigned to the admin that is logged in.

You can click on the little “assigned to” icon and see who is assigned to the user. And the coolest part? You can click on the admin name and then see only the users that that are assigned to that admin. It’s a quick way to set a filter, too. Let us know if you like this feature because we are thinking of implementing it in a lot of other places throughout the software so you can move around even easier.

Other Updates

As usual the release also includes bug fixes and user interface improvements (for example, we added little tool tips that will help you understand what every little thing does) that you will stumble upon as you start using it. You don’t need to do anything in order to upgrade, it has already happened and you are already enjoying the new release as you read this!

Let us know if you have ideas for new features that you’d like to see in the next release. Your account manager is always there for you when you have questions and ideas!

You can find more feature updates here:

582 New Registration Features in 2016

Cart Redesign

Triggers and Autobill Options

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