Registration

We create registration pages or other registration avenues for our events for several reasons. Registration helps us keep track of participant numbers, ensure that trainings reach the intended and most relevant audiences through screening procedures, and collect important information from participants ahead of the event (e.g. attendance mode, preferences, or accessibility needs).

Registering Event on Pretix

To manage registrations and collect pre-event information, we mainly use the platform: Pretix. This section will guide you through the process of setting up registration pages and forms across this platform.

Administration

Malika will add new team members to the Pretix LMU OSC organization on the OSC server so you can create registration pages for OSC events.

To login on the server, the default login username will be your LMU campus email.

Using Pretix

The following section walks you through the setup process for creating a new event in Pretix, including general settings, ticket setup, email settings, testing, and example text for event pages and emails.

A useful starting point is to clone an existing event and then update the relevant details.

Event Setup

Create a New Event

Field Recommendation
Basics If copied from another event, most settings can remain unchanged.
Short form Change this, as it appears in the event URL.
Contact address Use the official OSC email address as the event organizer contact: osc@lmu.de
Imprint URL Use the OSC imprint page shown at the bottom of the ticket page.

General Settings

Setting Recommendation
Available languages Usually German and English, unless otherwise specified.
Customer and attendee information Usually remains unchanged if copied from another event.
Email address Ask twice.
Phone number Do not ask.
Attendee names Ask by default.

Texts

Usually, we do not use presale text, voucher text, or confirmation text.

The Frontpage Text must be changed and should include:

Section What to include
Instructors Names and affiliations of instructors.
Abstract Short description of the event.
Target audience Who the event is intended for.
Prerequisites Required prior knowledge, accounts, or software.
Logistics Whether the event is online, in person, or hybrid; include room or Zoom details where appropriate.

Instructors:
Dr. Katarina Blask, Leibniz Institute for Psychology (ZPID)

Abstract: Transparency and openness in the research process are becoming increasingly important in all scientific fields - including psychology. Accordingly, researchers should not only make research results freely available, for example in the form of scientific articles (open access), but also provide research data, analysis scripts and study materials. However, the reusability of the data made available requires comprehensive research data management (RDM) on the part of the researchers. In particular, research data should be made available in accordance with the FAIR principles, meaning that research data should be Findable, Accessible, and usable (Interoperable and Reusable). In this workshop, you will learn about FAIR data management in psychology by using the data management assistance system DataWiz, which allows you to plan, create and publish FAIR data objects. Specifically, you will 1) get an introduction to FAIR data documentation, 2) create a data management plan, and 3) learn how to organize your data.

Target audience: PhD students and post-docs from psychology.

Prerequisites: There is no prior knowledge required on research data management or the implementation of the FAIR principles.
To participate in the hands-on sessions, please create an account for DataWiz if you do not already have one.

Logistics: This event will be held online.

Event Appearance and Display

Shop Design

Setting Recommendation
Logo Always use the OSC logo.
Colors Usually preconfigured by Malika, but can be changed in the organization settings if necessary.

Timeline

Setting Recommendation
Start Leave empty.
End Set to the event date.
Show number of check-ins No
Allow modifications No

Display

Show all information except the following:

Hide Reason
Price OSC events are free.
Product variations Not needed.

Additional display settings:

Setting Recommendation
Hide sold-out products No
Show number of tickets left Usually no, unless specifically needed for the event.

Cart

Setting Recommendation
Directly proceed to cart Yes
Maximum items per order Usually set to 1, unless otherwise specified.

Waiting List

Setting Recommendation
Enable waiting list Yes

Payments, Tickets, and Technical Settings

Payment, Tax Rules, and Invoicing

Nothing needs to be changed if the event is free.

Available Plugins

If copied from another event, usually nothing needs to be changed here.

Features

Feature Status
Emails Enabled
Statistics Enabled

Payment

Not needed for free events.

PDF Ticket

Setting Recommendation
PDF ticket output Keep active, even if no PDF ticket is sent in the end, as disabling it can cause problems later.

API

Not needed, as all bookings are handled through Pretix.

Tickets

Usually, nothing needs to be changed here. We generally use the system standard.

Setting Recommendation
Confirmation Required
PDF ticket Not sent

E-Mail Settings

General

Setting Recommendation
Subject prefix Change this depending on the event, e.g. “OSC workshop”.
Attach ticket files No, because we do not send PDFs as tickets.
Sender name, signature, and BCC Usually leave empty unless specified otherwise. Malika’s email will still be indicated.

Calendar Invites

Setting Recommendation
Attach calendar files Only attach calendar files if the spot/payment is confirmed.
Event description Change the text according to the event and check whether it includes the correct Zoom link or address.

The calendar invite text should make clear that participants can only join if their order was confirmed or approved.

Hello!

If your order was approved (automatically, or by the organizer if you are not a member of the LMU), you can join in person in X room in X address.

Best wishes
Malika (malika.ihle@lmu.de)

E-Mail Design

Use the simple design with logo.

E-Mail Content

Add Zoom links to the free order email where appropriate. The exact emails that need to be changed depend on the type of event. For example, some events may require changes to the order approval process.

For free events, check and update the following emails:

Email Type Action
Free order Update
Resend link Update
Order changed Update
Waiting list notification Update
Order canceled Update
Order approval Update

Hello,

your order for X (event) was successful.

You can join in person in room FIXME in FIXME or on Zoom:
FIXME

Meeting ID: FIXME
Passcode: FIXME

Best wishes,
Malika

PS: You can change your order details at {url}

Hello,

we approved your order for X (event) and will be happy to welcome you at our event.

You can join in person in room FIXME in FIXME Munich or on Zoom:
https://lmu-munich.zoom-x.de/j/FIXME

Meeting ID: FIXME
Passcode: FIXME

Best wishes,
Malika

PS: You can change your order details and view the status of your order at {url}

Cancellation Settings

Unpaid or Free Orders

Free orders can always be cancelled. Since current OSC events are free of charge, the other cancellation settings are usually not relevant.

Products

This section controls which ticket types are available.

Typical ticket types include:

  • Online ticket – member of an LMU unit sponsoring the OSC
  • Online ticket – LMU member
  • Online ticket – non-LMU member
  • In-person ticket – member of an LMU unit sponsoring the OSC
  • In-person ticket – LMU member
  • In-person ticket – non-LMU member

General Product Settings

Setting Recommendation
Active Yes
Name Use a concise ticket name, such as the examples above.
Product type Always use an Admission product for all groups.

Price

Setting Recommendation
Price 0 €

Availability

Setting Recommendation
Waiting list Depends on the event.
Sale channel Online shop
Allow product to be cancelled or changed Yes
Show waiting list for this ticket Yes

Add-ons

Add-ons are not needed for OSC events.

Additional Settings

Setting Recommendation
Show number of tickets left Depends on the event. Default is not shown, but this may be manually adjusted by Malika.
TipTip for Showing the Number of Tickets

If many tickets are left, do not show the number. If only a few tickets are left, consider showing the number. The manual approval process for tickets may also affect this decision.

For more complex events, such as the Summer School, we use formR.

Quotas

Quotas define how many tickets of each type are available.

Task Notes
Add ticket types Add ticket types such as in-person and online.
Add ticket numbers Set how many tickets are available.
Hide tickets or add information Use this when some ticket types should not be visible or need extra information, e.g. non-LMU tickets.

For some events, non-LMU tickets are initially set as “to be approved” with their own unlimited quota. Malika may then approve selected registrations, such as TUM or Munich-based participants, and manually adjust the LMU quota. Two to three days before the event, the LMU and non-LMU quotas may be merged.

Categories

Only use categories for large events with complex ticket structures. Franka is currently the only person who has used this.

Questions

Copy the general questions from the previous event.

Question Type Applies to
Attendee name System question Everyone
What organization are you from? List Everyone
What faculty are you from? List Everyone
Please specify Text Everyone
ImportantEvent-Specific Questions

If requested by the presenter, add those specific questions here too.

Which questions are mandatory depends on the event. Usually, only the first few questions are required.

Adding Conditional Subquestions

To add conditional subquestions:

  1. Add a new question.
  2. Go to Advanced settings.
  3. Click Question dependency.
  4. Choose the answer from a previous question that should trigger the subquestion.

Orders

All Orders

Tickets that need to be approved appear here.

Export

Order data can be downloaded as a sheet if needed, for example to send emails from a personal email account.

ImportantData Protection Reminder

Delete downloaded data if it is no longer needed or if you are not allowed to keep it.

Check-in

Not needed.

Send Out Emails

If personalised emails need to be sent, Malika usually sends them manually.

Going Online with the Event

Before publishing, always test the design and send test emails to yourself.

Enable Test Mode

Go to:

Dashboard → “Your ticket shop is [status]” → “Click here to change” → Enable test mode

Test Mode Checklist

When testing, check the emails you receive, including the email text and calendar invite. Malika will usually test again, give feedback, or approve the event to go online.

Testing Email Notifications

To test emails:

Arrow top left → Account and Organization → Settings → User Settings → Turn notifications on/off

Enable New order placed to receive emails during testing.

Setting the Event Online or Offline

New projects can be found in the dashboard/shop status. From there, you can test them or set them online/offline once everything else is complete.

Other Resources

Click here for information on how Pretix emails work

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