Use this free checklist before you publish an event or open registration in YourMembership (YM). It helps you get accurate reporting, smooth registration and ensure good attendee experience. The checklist covers ten areas: core event details, GL codes and accounting settings, registration forms, member and non-member test registrations, pricing and registration rules, payment processing, event emails, agenda and speakers, permissions and access, and a final end-to-end QA. Along the way it flags the most common causes of cleanup. These include GL codes left unchanged when an event is copied, which are a leading source of inaccurate financial reports. Duplicate custom fields are another, along with registrations that skip member login and so don’t auto-fill from the member profile. The full checklist is below, with a printable PDF at the end.
Use this checklist before publishing or opening registration to ensure accurate reporting, streamlined registration, and a smooth attendee experience.
01
Complete Core Event Details
- Event title and description finalized
- Correct event date/time and time zone
- Venue or virtual meeting information added
- Event category/type assigned
- Contact information verified
- Registration open/close dates confirmed
02
Verify GL Codes & Accounting Settings
- Review and update all GL codes when copying events
- Confirm revenue accounts map correctly to the current event
- Verify pricing items are tied to the correct accounting categories
- Check tax settings if applicable
- Validate refunds/cancellations process
WHY IT MATTERSIncorrect GL codes are one of the biggest causes of accounting cleanup and inaccurate financial reporting later.
03
Configure Registration Forms Properly
- Use pre-defined member profile fields whenever possible
- Avoid creating duplicate custom fields if profile data already exists
- Prompt members to log in before registering
- Confirm profile auto-fill is working correctly
- Minimize manual data entry for attendees
- Add only necessary custom questions
WHY IT MATTERSEncouraging login improves data accuracy because registration fields automatically populate from the member profile.
04
Test Member & Non-Member Registration
- Test registration as a logged-in member
- Test registration as a guest/non-member
- Verify member pricing applies correctly
- Confirm profile information auto-populates
- Review confirmation pages for both user types
05
Validate Pricing & Registration Rules
- Member/non-member pricing confirmed
- Early bird pricing dates verified
- Promo or discount codes tested
- Capacity limits configured
- Waitlist settings reviewed
- Cancellation policy published
06
Test Payment Processing
- Payment gateway functioning properly
- Test transaction completed successfully
- Confirmation receipts generated
- Refund workflow reviewed
- Finance team notified of special payment handling if needed
07
Configure Event Communications
- Registration confirmation email enabled
- Reminder emails scheduled
- Calendar invite included
- Speaker/vendor communications reviewed
- Post-event follow-up email prepared
08
Add Agenda, Sessions & Speakers
- Session descriptions finalized
- Speaker bios and photos uploaded
- Session times verified
- Track/session capacity limits reviewed
- Sponsor information added if applicable
09
Review Permissions & Access
- Member-only restrictions tested
- Admin/staff permissions reviewed
- Virtual links secured
- Check-in tools tested
- Mobile experience reviewed
10
Complete Final QA Before Launch
- Test full registration workflow end-to-end – including additional registrants if applicable
- Verify all links and buttons
- Review mobile responsiveness
- Check spelling, branding, and formatting
- Confirm event visibility/searchability
- Ensure reports pull correct registration and revenue data
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Schedule a ConsultationWant a copy to print and check off? Download the printable PDF.
