Workflow: Setting up event registration with enrollment in ONevents

With the new Enrollment Participants can register for an event using their email address. ONevents automatically checks whether the user is already in the space, whether they have already registered for the event, and what data still needs to be added.

This workflow shows step by step how the enrollment process can be set up and used.

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The goal of the workflow #

At the end of this workflow, there is a custom-designed registration page where guests can register with their email address.

Depending on the user's status, ONevents automatically executes the appropriate process:

• Existing users are recognized
• New users will be created
• Email verification can be enabled.
• Missing data will be requested during the first login.
• After successful first login, the user is registered for the event.

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Step 1: Prepare the event #

First, the desired event is created or opened in ONevents.

The basic event data should already be available, for example:

• Event name
• Date
• Venue or online link
• Participant groups
• required user data
• Sessions, if a session selection is provided

This allows the enrollment process to be directly linked to the correct event later on.

[Screenshot 1: Event basic settings]
Description: View of event settings including name, date, and basic event information.

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Step 2: Activate enrollment as a login method #

The next step is to activate registration for the event via enrollment.

Enrollment ensures that participants do not have to fill out a complete form immediately, but first provide their email address.

ONevents uses this email address to locate the user in the space and automatically manage the subsequent process. If enrollment is activated, the homepage becomes the registration/enrollment page. Further configuration takes place within the event itself.

Click "Create Event".

[Screenshot 2: Activate enrollment]
Description: Admin setting where enrollment is enabled as the login or authentication method for the event.

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Step 3: Set up email verification #

Now it will be determined whether the email address needs to be verified.

This option can be enabled if you want to ensure that the specified email address really belongs to the person in question.

If verification is active, the user receives an email with a link. Only after clicking on this link will the user be redirected to the first login page.

[Screenshot 3: Enable verification]
Description: Setting to activate email verification for the enrollment process.

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Step 4: Design the enrollment page #

The enrollment page is the first page that participants see.

This page can be customized as usual. It's important that the email field is inserted using the appropriate placeholder. Alternatively, the standard page provided by the system can be used.

Possible content for the enrollment page:

• Brief explanation of registration
• Email input field
• Verification note
• Data protection or participation information
• Continue button
• Event branding
• Logo, colors and background images

Example text for the page:

Please enter your email address to begin registering for the event. If your email address is already on file, your existing data will be loaded. You can add any missing information in the next step.

[Screenshot 4: Designed enrollment page]
Description: Frontend view of the enrollment page with branding, description text and email input field.

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Step 5: Prepare the first login page #

After email verification, the user is redirected to the first login page.

This page is the central step in the enrollment process. Existing data is displayed here, and any missing information is requested.

The first login page can also be completely customized.

Possible content:

• name
• company
• position
• Telephone number
• address
• custom additional fields
• Data privacy consent
• Terms and conditions of participation
• Session selection
• personal interests
• Questions about the event

[Screenshot 5: Edit First Login Page]
Description: Editor view of the first login page with placeholders for user data fields and event information.

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Step 6: Incorporate required user data as fields #

Now, the data fields required for the event are being integrated.

All relevant user data can be requested. Fields that already exist can be pre-filled. Missing data is added by the user.

Examples:

• First name
• Last name
• Pursue
• E-mail address
• Telephone number
• Department
• function
• individual event questions

This step is particularly useful if users are already present in the space, but additional information is needed for a new event.

[Screenshot 6: User data fields]
Description: First-login page with pre-filled and empty data fields that can be supplemented by the user.

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Step 7: Integrate session selection #

If the event contains multiple sessions, workshops, or program items, the session selection can also be integrated directly into the First Login.

This allows participants to select their desired sessions during registration.

Examples:

• Workshop selection
• Time slot selection
• parallel sessions
• Limited places available
• personal agenda

[Screenshot 7: Session selection]
Description: View of the session selection within the first login page with selectable program items.

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Step 8: Design the verification email #

If email verification is enabled, the verification email should also be prepared.

The email should briefly explain why the user is receiving it and what to do next.

Example text:

Reference: Please confirm your registration

Text:
Hello,
Please confirm your email address to proceed with event registration. After confirmation, you can review your details, add any missing information, and complete your registration.

Button: Continue registration

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Step 9: Test the registration #

The entire enrollment process should be tested before publication.

Several cases should be examined:

Test case 1: User already exists in the space #

The user enters their email address. ONevents recognizes the existing user and, if verification is enabled, sends an email. After clicking the link, the user is redirected to the first login page.

Test case 2: User does not yet exist #

The user enters their email address. ONevents creates a new user account and, depending on the settings, redirects them directly or after verification to the first login.

Test case 3: User is already registered for the event #

ONevents recognizes that the user is already registered for the event. Depending on the configuration, the user can be redirected or informed accordingly.

Test case 4: Missing data is added #

The user completes the missing data on the initial login page. After successful completion, they are registered for the event.

Step 10: Publish the enrollment page #

After successful testing, the enrollment page can be published and communicated to the target audience.

Possible locations:

• Event website
• Invitation via email
• Newsletter
• Social Media
• Intranet
• QR code on printed materials
• personal invitation links

Participants then start the registration directly via the enrollment page.

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Workflow result #

Once this workflow is complete, a full enrollment process is available.

Participants can easily register with their email address. ONevents automatically handles the verification of existing users, optional verification, and redirection to the first login.

After successful completion of the first login, the user is registered for the event.

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Summary #

The enrollment workflow consists of the following steps:

1. Preparing for the event
2. Activate enrollment
3. Set up email verification
4. Design the enrollment page
5. Prepare the first login page
6. Add user data fields
7. Integrate session selection
8. Design verification email
9. Test registration
10. Publish enrollment page

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CTA #

Enrollment makes registering for events in ONevents clearer, safer and more flexible.
The workflow is particularly suitable for events with existing participant data, returning guests, individual data queries and session selection.