Registrant Management Systems: Dig Deeper

Three questions we can always count on receiving from potential users of registration management systems:

  1. Can it do what I need it to do?
  2. How much does it cost?
  3. How long does it take to get up and running?

All good questions. But there is a lot more to think about if you need a system with capabilities beyond the basics of online registration management software.

Importing contact information
Do you need to import contact information, e.g. name, email address, department, etc., from your current database? If so, what information do you need? Or do you want your registrants to start fresh by creating an account the first time they register?Registrant Management

Migrating registrant/attendee histories
In addition to importing registrant demographic information, do you want to migrate their registration/attendance history from another database? How far back in time do you want to go? What types of data, e.g. attendance history, do you want to transfer to the new software?

Communicating with another software system
If you need the registration software to “talk” with another system—such as an LMS—by sharing information with it, how do you prefer that process to be handled? An API is the most common method. You can decide what information the other system needs to have, such as who registered for what and if they paid.

Single Sign-on
Some organizations want their trainees and others to sign in to register using existing credentials they already use to access another system. The registration system will receive approval from the originating database to allow the registrant to proceed. But do all potential registrants have credentials? Will some need to sign in as guests? That can affect how you set up your login process and how registrants are provided access to registration forms.

Payment processing
If you intend to collect registration payment via card processing, find out what processors your organization will allow you to work with. If you don’t have one, here’s a good list. Though plugging the integration information into your registration software is quick, you first may need to jump through some hoops with the processor.

Your organization’s review process
When you’re ready to decide on a registration management provider, it will be natural to want to move quickly. However, many organizations have lengthy—and dare we say labyrinthine—legal and security review processes that are necessary to make sure there are no surprises. The length of such processes can dwarf the time it takes to choose the right software. Make sure to build that into your timeline.

If you would like to discuss any of these topics further, and how our software addresses them, contact us here. We would love to hear from you.